Fiscal/Administrative Assistant

 

The State of Connecticut, Office of the State Comptroller (OSC), is an agency whose mission is to provide accounting and financial services, to administer employee and retiree benefits, to develop accounting policy and exercise accounting oversight, and to prepare financial reports for the state, federal and municipal governments and the public.

We are currently seeking qualified candidates to fill one (1) Fiscal/Administrative Assistant position within the Central Accounts Payable Division.  This Division initiates and monitors the process for paying and settling the state's obligations, manages the centralized accounts payable function for the state, maintains a database of all state vendor profiles, examines state encumbrances and expenditures for compliance, conducts pre-audits of procurement requests for $1 million or more,  oversees access to the financial modules of the accounting system, develops and monitors policy for property control, manages the issuance of IRS 1099 information reporting forms, and addresses a variety of necessary federal and state requirements and Freedom of Information requests.

The Fiscal/Administrative Assistant position will perform a variety of fiscal and administrative duties to support all the functions of the division.  The division utilizes technology extensively in the administration of its duties, including Core-CT, MS-Excel, MS-Access, and others.  Responsibilities include: Perform tasks related to the cancellation of payments; audit and approve access to financial approver roles for statewide Core-CT access; prepare responses for Freedom of Information requests; manage and reconcile division inventory; manage records retention in accordance with statewide policy; review monthly division budget reports; review legislation for impacts to division; maintain attendance records database; respond to Help desk requests; provide support to agencies, vendors and public; assist agencies and contractors in calculating late interest in accordance with state statute; provide support to all sections as needed, including special projects, vacation coverage, etc.; participate in testing of system updates to Core-CT AP modules; perform other related duties as required.

If this sounds like a team you would love to be a part of, we encourage you to apply for this exciting opportunity! The selected candidate will work 40 hours per week, Monday through Friday. The OSC offers an excellent salary and benefits package.

Candidates must meet the minimum qualifications as indicated to apply for this position.  State employees currently holding the above title or those who have previously attained permanent status in the class may apply for a lateral transfer.  Candidates who have been selected for employment with the Office of the State Comptroller are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation.

Please ensure that your application is complete and you have included a resume within the "Resume Tab" of your application. Candidates who do not submit the required documents will not be considered.  Interviews will be limited to candidates whose experience and training most closely meet the requirements and preferred qualifications of the position. Updates will be provided through your JobAps portal account.                                

NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, performance reviews, supervisory references, attendance records, etc., at the discretion of the hiring agency.  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. If referral questions are sent, you will need to reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

Questions about these required documents should be directed to the hiring agency's human resources office: Bonnie.Schlechtweg@ct.gov.

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.

Preference will be given to applicants who demonstrate the following:

• Strong attention to detail.
• Basic understanding and experience with reconciliation processes.
• Ability to thoroughly analyze, understand and calculate financial data.
• Strong analytical and computer skills including extensive use of Microsoft Office applications.
• Strong oral and written communication skills.
• Strong interpersonal skills, ability to work well with others.
• Experience with PeopleSoft or other ERP software.

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.