Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Assistant

Recruitment #211004-1317AR-001

Introduction



The Department of Children and Families' (DCF), Fiscal Services Division is recruiting for two Fiscal Administrative Assistant positions in it Purchasing and Accounts Payable Unit. This position is full-time, 40 hours per week, Monday-Friday with a work schedule of 8:30 am to 5:00 p.m. with a half hour lunch or 8:00 am to 5:00 pm with an hour lunch. This position is assigned to Central Office, 505 Hudson Street, Hartford, CT.

In this role, you will:
  • Process accounts payable invoices.
  • Create journal vouchers and credit adjustments.
  • Generate transfer invoices.
  • Process employees' mileage reimbursement requests.  
  • Ensuring that the requested payments are appropriate and conform to both State and DCF policies and procedures.   
What We Can Offer You: 
The State of Connecticut offers a competitive benefits package that includes comprehensive healthcare coverage, retirement plan options, and paid time off! We also encourage a healthy work-life balance to all employees.

                 

Do you have complex clerical work experience in one or more fiscal/administrative functions? If so, We invite you to read the criteria below and encourage you to detail your related experience on the application!

Selection Plan

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. Ensure that your application is complete before submitting it. You will not be able to make revisions once your application is submitted into the JobAps system.

All State employees shall follow the guidelines as listed in Executive Orders 13F (3a) and 13G (3a).

Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.

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, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position.

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.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. The immediate vacancy is listed above, however applications to this recruitment may be used to fill future vacancies in this job classification.

Should you have any questions pertaining to this recruitment, please contact Elizabeth Weston at Elizabeth.Weston@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; 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 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, 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 with cash ledgers and cash management.
  • Petty cash processing and reconciliation experience.
  • Accounts receivable, accounts payable and budget experience.
  • Experience creating reports, pivot tables and other related records in Microsoft Excel and Word.
  • Experience communicating in writing and verbally to diverse populations and skill level.

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.







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