Fiscal/Administrative Officer

The State of Connecticut Department of Transportation (DOT) invites qualified applicants to apply for the position of Fiscal Administrative Officer located in the Bureau of Finance and Administration, Contracts Unit. This position will be utilized across all functions of the Unit and will be responsible for independently performing a full range of complex professional fiscal/administrative duties relative to the Department’s Construction Contract Bidding/Award process and Contractor Prequalification program. This position requires a strong level of attention to detail, organizational skills, multi-tasking, proficient computer skills (MS Access, Excel, Word, etc.), ability to work independently, analytical skills, interpersonal skills and both verbal and written communication skills.

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.

This posting MAY require completion of additional referral questions (RQ’s) which will be sent to you via email after the closing date. Please regularly check your email for notifications. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

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 #123321.

In a state agency, facility or institution this class is accountable for independently performing a full range of tasks in professional level fiscal and administrative functions.

 

Review/process Contractor Pre-Qualification Applications which includes, contractor project/work history, experience, key personnel, bidding/bond capacity, performance evaluations, contractor financial statements, 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. Recommend approval/denial of work classifications the contractor is qualified to perform based on the application review. Communicate and provide direction and customer assistance to contractors and other Department staff as needed. The Unit reviews/processes approximately 230 Prequalification applications and/or Update Certifications on an annual basis.

Review and process Contractor Bid Proposal Request forms – This requires reviewing the Contractor’s Prequalification Statement to ensure contractors are approved for the type of work involved with the project out for bid, as well as having the bond (financial) capacity to bid on the requested project. 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). Communicate with other Department personnel in various units regarding construction project status.

Review 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 to be submitted prior to award and execution of contract. 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. Computer Use/Knowledge – Create and maintain various electronic database files/spreadsheets/documents (ACCESS, Excel, MS Word, Project Management Software - Transport Pre-Construction, Projectwise)

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.

Assist contractors/customers with various aspects/functions of electronic bidding (Bid Express), the State Contracting Portal, and other Department policies and procedures.
Create/enter contracts in CORE. Create Purchase Order Requisitions for office supplies for both the Contracts Unit and the Agreements Unit.

Knowledge of principles and practices of public administration with special reference to governmental budget management and governmental accounting; knowledge of grants and contracts preparation and administration; knowledge of purchasing principles and procedures; some knowledge of human resources and payroll practices and procedures; interpersonal skills; oral and written communication skills; ability to prepare and analyze financial documents and reports; ability to interpret and apply statutes, regulations and administrative policies; ability to utilize EDP systems for financial management.

Six (6) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, human resources, payroll, purchasing) at least one of which must be an accounting or budgeting function.*

Two (2) years of the General Experience must have been at the paraprofessional level, requiring the exercise of some independent judgment in the application of basic principles and procedures in accounting, budgeting, human resources, purchasing or related fiscal administration functions. Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is at the professional training level and above the paraprofessional level.

1. College training may be substituted for the General Experience on the basis of fifteen (l5) semester hours equalling one-half (l/2) year of experience to a maximum of four (4) years for a Bachelor's degree.

2. A Master's degree in public administration, business administration or accounting may be substituted for one (l) year of the Special Experience.

3. For state employees two (2) years as a Fiscal/Administrative Assistant may be substituted for the General and Special Experience.

4. For state employees two (2) years as a Purchasing Assistant may be substituted for the General and Special Experience.

*Descriptions of these fiscal/administrative functions are attached

Proficient with MS Office products – Access, Excel, Word, etc. and ability to learn new software programs quickly.
Strong interpersonal and verbal/written communication skills.
Strong and efficient analytical, administrative/processing skills.
Strong ability to organize and prioritize multiple tasks and adapt to changing work priorities.
Strong ability to work independently and demonstrate good problem solving skills.

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.