Fiscal/Administrative Assistant

Are you a savvy administrative professional who is well organized with experience in the financial field? 

You might be the candidate we are seeking!

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) is recruiting for a Fiscal/Administrative Assistant - we invite you to explore this unique opportunity!

Position Details

Located in the Fiscal Services Unit at 1111 Country Club Road, Middletown, CT. This is a full-time, 40 hours per week position, with a Monday-Friday 8:00 AM - 4:30 PM schedule. This position will be assigned to the Business Services Unit which provides Purchasing, Accounts Payable and Asset Management support to all divisions.

As a Fiscal Administrative Assistant, you will be responsible for the following duties:

• Use EPro to process purchasing orders;
• Review requisitions to ensure purchasing guidelines are followed;
• Accounts Payable processing;
• Process routine change order requests and receiving reports;
• Track and monitor expenditure activity levels;
• Prepare simple financial statements;
• Assist in preparation of complex financial statements by gathering expenditure data for budget preparation or projection purposes;
• Develop varied and complex procedures and activities;
• May provide training to agency staff;
• May lead clerical staff and lower level employees as assigned;
• Interact with internal and external customers;
• More details can be found in the class specification.

Our Mission

The Connecticut Department of Emergency Services and Public Protection is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.

In striving to accomplish our mission, we will embody our core values with great PRIDE:

• Professionalism through an elite and diverse team of trained men and women.
• Respect for ourselves and others through our words and actions.
• Integrity through adherence to standards and values that merit public trust.
• Dedication to our colleagues, our values, and to the service of others.
• Equality through fair and unprejudiced application of the law.

What We Can Offer You

As a new state employee we offer a variety of medical and dental plans and participation in a hybrid retirement plan which provides a retirement benefit, that may include retiree health insurance. Paid time off is also offered, including 12 paid holidays per calendar year, as well as, vacation, sick and personal leave accruals. We encourage a healthy work/life balance to all employees.

Discover how you can Make an Impact

This is a competitive position, open to the public.

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).

To Apply:

• Complete a Master Application and directly apply to this recruitment.
• In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the State of Connecticut.

What to Expect After You Apply:

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.

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, transcripts, diplomas, 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. 

Candidates selected for an interview must provide the following at the time of interview:

• Current State Employees: Two (2) most recent performance evaluations, Cover Letter, and a completed CT-HR-13 form.
• Non-State Employees: Two (2) letters of professional reference from a current and/or previous supervisor, Cover letter, and a completed CT-HR-13 form.

Candidates who have been selected for employment with the Department of Emergency Services & Public Protection 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.

Also considered in this selection process: Any pending or disciplinary history within the past 2 years and review of attendance records.

Should you have any questions about the position, please contact Samantha Wasef, Leadership Associate – Talent Solutions at Samantha.Wasef@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; 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 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, 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 governmental accounting policies and procedures;
• Experience with following and applying guidelines, including reading and interpreting written materials;
• Experience utilizing EDP applications but not limited to Microsoft 365, MS Office and Excel;
• Experience with Accounts Payable, Asset Management and Purchasing policies and procedures;
• Experience proofreading and editing documents resulting in an error free work product;
• Experience working independently.

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.