DCJ Fiscal/Administrative Assistant

The State of Connecticut, Division of Criminal Justice (DCJ) is responsible for the investigation and prosecution of all criminal matters in the State of Connecticut. It is an independent agency of the executive branch of state government, established under the Constitution of the State of Connecticut. The Division of Criminal Justice is composed of the Office of the Chief State's Attorney, located in Rocky Hill, Connecticut, and the Offices of the State's Attorneys for each of the thirteen Judicial Districts in the State of Connecticut. 

We are recruiting for a full-time, forty (40) hour per week, DCJ Fiscal Administrative Assistant who will support both the Fiscal and Human Resources units.  The position is located at the Office of the Chief State's Attorney in Rocky Hill, CT.  This position works Monday through Friday from 8:00am to 5:00pm.

Candidates invited to interview may be required to submit additional documentation which supports their qualification(s) for these position, such as a resume or a writing sample. 

All communication with applicants will be through the JobAps system, so applicants are encouraged to check for updates to their JobAps portal account.  Please ensure that you are utilizing the correct email address for notices to be sent to you from the JobAps system.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. 

Questions about this position should be directed to the hiring agency's human resources office: DCJ.HR@ct.gov, 860-258-5800.

NOTE:  The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.  All State employees shall follow the guidelines as listed in Executive Orders  13F (3a) and 13G (3a).

In the Division of Criminal Justice 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 the 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; performs routine agency personnel functions; acts as liaison with administrative agencies on routine personnel matters; prepares and updates monthly personnel status reports and organization charts; assists in the preparation of longevity lists, seniority lists, and affirmative action 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; 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 personnel 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.

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, personnel, 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.

Candidates with the following experience will be given preference:

• General office management; file maintenance, copying, scanning, mailing, maintinaing calendars, etc.
• Superior customer skills, dealing with inquiries and respond to requests from the public, vendors, other state agencies, etc.
• Directory / Organizational chart updates and maintenance
• Heavy Data entry experience requiring attention to detail and accuracy.
• Experience preparing monthly reports.
• Participation in inventory and/or audits.  This would include inventory/audit preparation, assisting with inventory/audit implementation, inventory reconciliation and disposal.
• Purchasing experience.

 

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.