Fiscal/Administrative Assistant

The State of Connecticut Department of Transportation (DOT), Bureau of Finance and Administration, Office of Finance is currently recruiting for a Fiscal Administrative Assistant position to be assigned to the Division of Financial Management and Support’s, Project Fiscal Management Unit and will report to the Supervising Accountant.

This position will be responsible for performing a full range of accounting and complex review tasks relative to the Department’s Project Closeout Operation, recovering Federal and State funding for reprogramming. Assist Project Managers and Financial Offices with DOT financial budget information, including contract review, budget and expenditure review, general reporting and payroll related assistance. The position requires a strong level of accuracy and attention to detail.

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).

Applicants must include a resume within the "Resume Tab" of their application. Ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system.
Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

Direct questions pertaining to this recruitment to jennifer.brame@ct.gov. Reference #31486.

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 a variety of paraprofessional fiscal and administrative functions. The position is responsible for assisting management with logging, distributing and reporting for all agency received invoicing; along with monitoring Federal, State and Grant funded Projects’ Milestone status and Audit information, indicating projects’ closeout status; encumbering funds and reimbursing for State Police services. Duties include data entry into EDP system of invoice receipt, distribution, authorization; data entry into Core-CT of Project Milestones; data entry into Microsoft Access database of Project Audit requirement information of consultants. Establish project files, gathering project expenditure, audit report, and agreement information for closeout activity; maintain active project files and manage the retention of closed project files in accordance with Department policy. Responsible for monitoring/processing Project Close information by use of a shared mailbox. Responsible for maintaining Project Close submittals for office distribution. Perform purchasing functions, preparing purchase orders, creating receipts for the reimbursement of state police invoicing. 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.

Candidates are required to have experience within a Financial/Project related setting and possess considerable knowledge of basic office practices, and are preferred to have the following:

• Experience Interpreting Financial Statements, reports, and documents
• Experience with Microsoft Office products and CORE-CT
• Experience working with Budgets, Encumbrances and Expenditures
• Experience reviewing payments to vendors
• Experience operating general office equipment/copiers

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