Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Assistant

Recruitment #190510-1317AR-001

Introduction

The State of Connecticut, Department of Public Health (DPH) located in Hartford is currently recruiting for a Fiscal/Administrative Assistant position within the Contracts and Grants Management Section of the Department. The Fiscal/Administrative Assistant will prepare, execute and monitor agreements with public health providers for critical services and programs at the local level.  This position will be responsible for tracking, monitoring, and ensuring completion of both federal and state funded contracts, in addition to contract management, assisting with budget reporting and development, supporting program priorities, drafting written reports/complex memoranda, and maintaining record keeping systems.

Selection Plan

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.

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

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; may perform routine agency human resource functions; 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 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.

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, 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

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

Ideal candidates will possess the following:

  • Experience in the development and administration of professional service contracts;  
  • Experience managing, monitoring, and tracking contractor performance and financial compliance with contract terms and conditions;  
  • Experience in reviewing routine expenditures for compliance with itemized budgets;  
  • Experience ensuring that routine payments are in compliance with contract provisions;  
  • Experience working with advanced features of Microsoft (MS) Word including advanced document formatting and creation/use of defined styles, MS Access and PeopleSoft Core-CT;  
  • Experience creating financial record tracking/monitoring spreadsheets in MS Excel which incorporate complex formulas and/or advanced Excel features.  

SPECIAL REQUIREMENTS

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.

Conclusion

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.






The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.