Fiscal/Administrative Assistant

The State of Connecticut, Department of Public Health (DPH) located at 410 Capitol Avenue in Hartford is currently recruiting for a Fiscal/ Administrative Assistant position that will be reporting to the Chief Operating Officer. The Fiscal Administrative Assistant will be the primary point of contact for services provided across the Operational & Support Services Branch and will be independently coordinating projects that support all areas of the Department. This position will be responsible for tracking and ensuring completion of federal grant applications, contract management, assisting with budget reporting and development, supporting facility operations, drafting written reports/complex memoranda, and maintaining record keeping systems.

Applicants invited to interview, will be requested to supply copies of their last two (2) service ratings and copies of their attendance records for the last two (2) years.

In order to be considered for this job opening, you must be a current State of CT employee, who has permanent state status* and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Should you have questions pertaining to this recruitment, please contact Sue Ciccaglione at sue.ciccaglione@ct.gov, or (860) 509-7183.

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.

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; may perform routine agency human resource functions; performs related duties as required.

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 human resources and 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.

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, human resources, 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

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.

• Experience working independently using self-initiative and problem-solving skills to complete projects on time, with minimal supervision and working with team members effectively;
  
  
• Experience coordinating projects and tracking deadlines in a fast-paced environment; Ability to multi-task and prioritize office workflow;
  
  
• Experience in high-level administrative office management including budget, personnel administration, purchasing, contracts and grants management, facility management and maintaining record keeping systems;
  
  
• Experience operating office equipment including personal computers, electronic equipment, utilizing CORE-CT, Microsoft Office applications including MS Word, Excel, Outlook and PowerPoint;
  
  
• Experience using business communications, preparing comprehensive written reports, complex letters and/or memoranda and using business math.

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

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The Department of Public Health aims to provide equal opportunity in all aspects of employment and advancement, fostering an environment committed to supporting individuals in all protected classes. If you require an aid/accommodation to participate fully and fairly, please contact the Human Resources Office at (860) 509-7177.