STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Officer

Recruitment #211124-1308AR-002

Introduction


Are you a current State of Connecticut employee looking to take the next step in your career? Do you enjoy performing a full range of fiscal and administrative tasks? If so, read below & apply today! 

The Department of Transportation (DOT) is now accepting applications for an exciting Fiscal/Administrative Officer role in the Bureau of Finance and Administration within the Project Fiscal Management Unit. This opportunity is full-time located in Newington, CT. It is the DOT’s mission to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region.

The Role: The Project Fiscal Management unit is primarily responsible for submitting Federal and State funded project close-out requests to the Department’s Federal Billing and Capital Projects units, preparing and submitting statutorily mandated Cost Effectiveness Evaluations and processing invoice payments to the Department of Emergency Services and Public Protection (DESPP) for construction site protection services. This position will report directly to an Associate Accountant. 
 
Discover the Opportunity to: 
  • Perform a full range of fiscal accounting and review tasks relative to the Department’s Project Close-out Operations. 
  • Review Federal, State, Grant funded projects ready for Close-out. 
  • Confirm expenditures are in accordance with established budget allotments. 
  • Confirm that Contract audit requirements are satisfied and that pre-Core/and current expenditure data is accurately reflected in Core. 
  • Submit project close-out certifications to appropriate offices and ensure all required reports have been reviewed/compiled and final adjustments processed. 
  • Collect and compile historical service contract expenditure and labor data for the development of Cost Effectiveness Evaluations. 
  • Ensure compliance with established legislation and procedures. 
  • Assist in generating and reviewing projects that need to be audited. 
  • Prepare financial expenditure reports for management and other financial offices. 
  • Liaison with project engineers and financial offices. 
  • Monitor and process project close-out information by use of a shared mailbox. 
  • Utilize the State’s Core accounting system to extract financial records, reports, and data for analyses. 
  • May provide direction to subordinate fiscal/administrative staff such as maintenance and filing of project records, etc. 

Selection Plan

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

To Apply:

  • 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). 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 and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
  • Please select all location(s) in which you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location.

Important Information After You Apply: 

  • This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam. 
  • 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.
  • 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 for future vacancies in this job class.

Connect With Us:

  • Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.
  • Should you have any questions about this recruitment please contact faith.macdonald@ct.gov (860) 937-6362.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for independently performing a full range of tasks in professional level fiscal and administrative functions.

 

EXAMPLES OF DUTIES

Performs a variety of professional fiscal and administrative functions; assists head of fiscal/administrative operations, division head or agency head in budget preparation by compiling and consolidating data and projecting expenditures; maintains budget control by reviewing and authorizing expenditures and monitoring expenditures against appropriations and allotments; prepares budget reports; prepares various financial statements and statistical or narrative fiscal/administrative reports; assists in planning and implementation of financial aspects of EDP systems; utilizes EDP systems for financial records, reports and analyses; prepares or reviews grant budgets and other fiscal portions of grant applications; provides technical assistance to grantees regarding accounting procedures; reviews various contracts, financial documents and financial reports to ensure compliance with grant requirements; exercises functional supervision over a variety of clerical fiscal/administrative activities such as maintenance of accounting records, payroll preparation, preparation and processing of purchase requisitions, grant and contract record keeping; performs technical purchasing tasks such as soliciting bids and recommending contract awards; assists in formulation of policies and procedures relating to area(s) of responsibility and implementation of such policies and procedures; acts as liaison with agency central fiscal and administrative office(s) and/or central state agencies; may supervise support services such as stores, inventory, mailroom, security or maintenance; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of principles and practices of public administration with special reference to governmental budget management and governmental accounting; knowledge of grants and contracts preparation and administration; knowledge of purchasing principles and procedures; some knowledge of payroll practices and procedures; interpersonal skills; oral and written communication skills; ability to prepare and analyze financial documents and reports; ability to interpret and apply statutes, regulations and administrative policies; ability to utilize EDP systems for financial management.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Six (6) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, payroll, purchasing) at least one of which must be an accounting or budgeting function.*

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at the paraprofessional level, requiring the exercise of some independent judgment in the application of basic principles and procedures in accounting, budgeting, purchasing or related fiscal administration functions. Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is at the professional training level and above the paraprofessional level.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

1. College training may be substituted for the General Experience on the basis of fifteen (l5) semester hours equalling one-half (l/2) year of experience to a maximum of four (4) years for a Bachelor's degree.

2. A Master's degree in public administration, business administration or accounting may be substituted for one (l) year of the Special Experience.

3. For state employees two (2) years as a Fiscal/Administrative Assistant may be substituted for the General and Special Experience.

4. For state employees two (2) years as a Purchasing Assistant may be substituted for the General and Special Experience.

*Descriptions of these fiscal/administrative functions are attached

PREFERRED QUALIFICATIONS

  • Experience reconciling project expenditure information to established funding allotments and budgets.
  • Experience reviewing and reconciling vendor payments to project/contract audit reports.
  • Experience entering data, creating tables, running queries, and generating reports with Microsoft Access.
  • Experience with Microsoft Excel creating spreadsheets, pivot tables and using VLOOKUP.
  • Experience in utilizing the State’s Core accounting system to extract financial data and reports.
  • Experience with Microsoft Outlook shared email box functionality.

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.