STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Assistant

Office/On-site

Recruitment #240209-1317AR-001

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Introduction


Join the State of Connecticut as a Fiscal/Administrative Assistant!
Thrive in our dynamic, collaborative environment and enjoy a competitive salary, comprehensive benefits, and clear pathways for career growth.
Apply today!

The State of Connecticut, Department of Public Health (DPH) is seeking a qualified individual for a Fiscal/Administrative Assistant within the Payroll Unit of the Department's Fiscal Services Branch. See below for more on this exciting opportunity! 

GENERAL HIGHLIGHTS:
  • Work Schedule: Monday - Friday
  • Work Hours: Full-time (40 hours per week), First shift
  • Location: Hartford, CT
WHY THE STATE OF CONNECTICUT:
  • Join an Award-Winning Team: Be part of the prestigious Forbes-ranked State of Connecticut, recognized as one of the Best Employers of 2023. Experience national acclaim for providing unparalleled job growth, competitive benefits, and flexible schedules.
  • Platinum Healthcare Excellence: Enjoy the nation's top-rated healthcare plan for state employees and their dependents. Our Platinum Healthcare Plan, ranked the best by Georgetown’s Center on Health Insurance Reform and endorsed by Ellen Andrews, Ph.D., ensures comprehensive coverage and well-being for you and your family.
  • Secure Your Future: Benefit from our robust pension plan and explore supplemental retirement offerings, ensuring a secure and comfortable future for you and your loved ones.
  • Invest in Your Education and Future: As a Public Service Loan Forgiveness employer, the State of Connecticut supports your educational journey. You may qualify for student loan forgiveness after just 10 years of dedicated service. Learn more here.
  • Time for What Matters: Embrace a healthy work-life balance with generous paid time off, including 13 paid holidays per calendar year. Prioritize your well-being and make the most of your personal time. 
  • Unlock Your Potential: Grow professionally with a range of development opportunities. The State of Connecticut is committed to nurturing your skills and helping you reach new heights in your career.
  • Cultivate Balance: We believe in a healthy work/life balance for all our employees. Join us in fostering an environment where your professional and personal lives harmonize, allowing you to thrive in both.
    ABOUT THE POSITION:
    In this role you will perform all duties related to processing of the agency's biweekly regular, overtime, and supplemental payroll items in accordance with the various collective bargaining unit contracts. Such duties include but are not limited to the following:
    • Reviews accuracy of biweekly payroll including regular hours, overtime, shift differentials, leaves, FMLA and use of accruals.
    • Run and utilize reports to ensure accuracy of payroll.
    • Process retirement audits and calculations for payout.
    • Process new hires, tax data, general deductions, direct deposits, leave plans and benefits.
    • Process terminations and transfers, vacation payouts, deduct accrual balances, cancel general deductions, etc.
    • Process Petty Cash checks and additional payouts via excel spreadsheet.
    • Comp time, audits, and payout of expired time.
    • Process employees going out on unpaid leave/returning from leave, including adjusting paid time.
    • Handle employment verifications.
    • Maintain employee payroll records utilizing Excel and UKG.
    • Answers employee’s questions relating to payroll in a timely and professional manner.
    ABOUT THE AGENCY:

    The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by:

    • Assuring the conditions in which people can be healthy
    • Preventing disease, injury, and disability
    • Promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.

    DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

    Start With Us. Stay With Us. Grow With Us.


    Selection Plan

    FOR ASSISTANCE IN APPLYING:
    Please read or watch our Applicant Tips on How to Apply!
    To Apply:
    • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
    • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
    • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
    • All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
    • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
    Important Next Step Information for After You Apply:
    • Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
    • This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
    • Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
    • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
    • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
    • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
    • For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
    Connect With Us:
    • Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
    • Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Alyssa Hovanec via email at Alyssa.Hovanec@ct.gov.

    PURPOSE OF JOB CLASS (NATURE OF WORK)

    In a state agency, facility, or institution this class is accountable for performing a combination of basic paraprofessional work, and highly complex clerical work in fiscal and administrative functions.

    EXAMPLES OF DUTIES

    Performs paraprofessional level work in fiscal and administrative activities; independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts; independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities; prepares simple financial statements and assists in preparation of complex financial statements; calculates rates involving complex arithmetical formulas; gathers and consolidates payroll and expenditure data for budget preparation; ensures that expenditures plus encumbrances are within appropriation limits; reviews routine expenditures for compliance with itemized budgets; utilizes EDP systems for financial records and reports; independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals; independently prepares renewal or new contracts based on awards; ensures that routine payments are in compliance with contract provisions; performs related duties as required.

    KNOWLEDGE, SKILL AND ABILITY

    Knowledge of bookkeeping, financial record keeping and basic governmental accounting principles and practices; knowledge of basic procedures of budget preparation and control; some knowledge of payroll procedures, purchasing procedures and contract preparation; basic interpersonal skills; oral and written communication skills; considerable ability in arithmetic computations; ability to audit financial documents; ability to understand and apply statutes and regulations; ability to utilize EDP systems for financial management.

    MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

    Four (4) years of experience in complex clerical work in one or more fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing.

    Note: Complex clerical work is defined as generally routine fiscal/ administrative work, such as financial record keeping or examining, bookkeeping, requisitioning or payroll preparation at or above the level of Financial Clerk. Descriptions of these fiscal/administrative functions are attached

    MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

    1. College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

    2. One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

    PREFERRED QUALIFICATIONS

    • Experience working with Microsoft Excel, particularly sorting, searching and filter functions
    • Experience with PeopleSoft-based software and payroll reporting software
    • Experience with compiling and analyzing payroll data and preparing payroll reports
    • Experience utilizing and researching collective bargaining unit contracts
    • Experience with processing retirement audits, leaves, and calculating payouts
    • Experience communicating to a wide variety of customers on the phone, over email or on Teams
    • Experience managing multiple time sensitive priorities with short deadlines

    SPECIAL REQUIREMENTS

    Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.

    Conclusion

    AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

    The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.



    Click on the link below to apply:



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