Fiscal/Administrative Assistant

 

The State of Connecticut, Department of Public Health (DPH) located in Hartford is currently recruiting for two Fiscal/Administrative Assistant positions within the Contracts and Grants Management Section of the Department. The role of the Fiscal/Administrative Assistants will be to prepare, execute and monitor agreements with public health providers for critical services and programs at the local level. These positions 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.

These are full time, 40 hour per week positions. The work schedule is typically Monday through Friday.

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.

These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.  

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. 

Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position.  Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position. These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. 

Please Note: You will be unable to make revisions once you submit your application for this posting to the JobAps system.   

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 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 working with advanced features of Microsoft (MS) Word including advanced document formatting and creation/use of defined styles, and PeopleSoft Core-CT.
• Experience creating financial record tracking/monitoring spreadsheets in MS Excel which incorporate complex formulas and/or advanced Excel features.
• Experience reviewing financial expenditure reports or records and identifying questionable or unallowable expenses. 
• Experience managing multiple time sensitive priorities in a high workload environment involving collaboration with other internal and external individuals to ensure timely completion of work tasks. 

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals 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.