Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Assistant

Recruitment #201104-1317AR-001

Introduction


The State of Connecticut, Department of Public Health (DPH), Contracts and Grants Management Section, is seeking a qualified individual for our Fiscal Administrative Assistant position.

Our mission is to protect and improve the health and safety of the people of Connecticut by:

  • Assuring the conditions in which people can be healthy;
  • Preventing disease, injury, and disability, and
  • Promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.
This is a full time, 40 hour per week position located in Hartford. The work schedule is typically Monday through Friday.

In this role you will:
  • Review request to initiate and amend contracts which includes verification of funding;
  • Prepare, route and track required documentation related to contract administration to ensure timely processing;
  • Review Contractor submitted documentation for completeness and proper execution;
  • Review contract language approved by the Office of General Counsel for grammatical accuracy and generate contract templates containing terms/conditions.
  • Define and request contract budgets as well as create payment schedules;
  • Assemble contract packages insuring inclusion of all vital contract clauses, terms/conditions and assemble and monitor Personal Service Agreements, Purchase of Services contracts, Memorandum of Agreements and Memorandum of Understandings;
  • Monitor and track contractor performance and compliance with contract terms/conditions and conduct follow-up as needed;
  • Work closely with Contractor and Agency staff to provide notification of contract status, missing deliverables, reports, etc. and follow-up with contractors for submission of any required documents;
  • Create and update contract records in the State administrative database;
  • Act as a liaison between program staff, providers, the Office of General Counsel and Fiscal Office staff to resolve contract issues.
  • Prepare and process contract payments to DPH Fiscal office in accordance with contract payment schedules and contract terms and conditions.


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 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).

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.   

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error. 

Applications to this recruitment may be used for future vacancies.

Should you have any questions pertaining to this recruitment please contact Chanhda.Ly@ct.gov.

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

  • 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 features of Microsoft (MS) Word.
  • Experience in  in creating financial record tracking/monitoring spreadsheets in MS Excel.
  • Experience reviewing financial expenditure reports or records and identifying questionable or unallowable expenses.
  • Experience managing multiple time sensitive priorities in a high workload environment.

SPECIAL REQUIREMENTS

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.

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




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