Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Assistant

Recruitment #190701-1317AR-001

Introduction

The State of Connecticut Department of Transportation (DOT), Bureau of Finance and Administration, Office of Contracts Administration is currently recruiting for a Fiscal Administrative Assistant position to be assigned to the Contracts Unit which will be utilized across all functions of the Unit. This position will be responsible for performing a full range of complex paraprofessional fiscal/administrative and clerical functions relative to the Department’s Construction Contract Bidding/Award process and Contractor Prequalification program. The position requires a strong level of attention to detail, accuracy, multi-tasking, computer skills (MS Access, Excel, Word), interpersonal skills and both verbal and written communication skills.

Selection Plan

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 and Preferred 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 #30204.

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

Assist in reviewing contractor bid documents for DOT Construction Projects to ensure compliance with various bid/contract requirements. Create/maintain project status worksheets prior to bid openings to track and highlighting project specific requirements. Communicate low bid letter/package to Contractors providing direction regarding required documents. Monitor and review low bidder submittals including DBE/SBE Commitment forms, bid bond, OSHA requirement, various OPM Affidavits (DAS BIZNET), CONCORD, insurance, project progress schedule, etc. Requests funding/budget information from fiscal and ensures budgets are in place prior to award of contract. Create/monitor various electronic files/spreadsheets/documents. Responsible for assisting in the review of Contractor’s DBE/SBE pre-award Subcontractor Commitment forms, including certifications, eligibility of subcontractors, and properly completed documents. Assembles/prepares Construction Contract documents and Performance and Payment Bond forms for electronic signature/execution. Assists contractors and Bond agents with contract execution and distributes executed contract documents to appropriate Department personnel and contractor.

Review and process Contractor Bid Proposal Request forms. Advertise bids/projects on the DAS State Contracting Portal. Create/maintain Bid Package including Bid Invitation, Contract Plans, Specifications, Addenda, Standard Contract Language, etc. Manage project and bid proposal information utilizing the Department’s project management software (Projectwise &Transport Preconstruction) and third party electronic bidding vendor (Bid Express). Create/enter contracts in CORE and create purchase order requisitions for office supplies for both the Contracts Unit and the Agreements Unit.

Assist in review Contractor Pre-Qualification Applications which includes, contractor financial statements, contractor project/work history, experience, key personnel, bidding/bond capacity, performance evaluations, contractor responsibility issues, etc. Maintain/update contractor files, Access database and Excel tracking log. Consult with DOT Construction Office as necessary to discuss contractor qualifications and performance.

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

• Significant experience with MS Office products – Access, Excel, Word
• Strong interpersonal and verbal/written communication skills
• Strong and efficient analytical, administrative/processing skills
• Strong ability to organize and prioritize multiple tasks

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

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.







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