Fiscal/Administrative Officer

The State of Connecticut, Department of Public Health (DPH), is now accepting applications for an exciting Fiscal Administrative Officer opportunity within the Contracts and Grants Management Section of the Department’s Operational and Support Services Branch located in Hartford, CT.

In this role you will be accountable for submitting requests for Non-Competitive Solicitation, requests for Waiver from Competitive Solicitation, requests for Proposals to OPM via Core-CT and thorough proofreading, preparing, and tracking of contracts. The position also performs other duties related to maintaining budget control by reviewing and authorizing expenditures, review of approximately 200 sub-recipient financial expenditure reports and budget revisions: maintaining agency tracking system for the financial expenditure monitoring, payments and closeout for all completed funding periods and contracts, reviewing financial closeout documentation for accuracy, completeness, and compliance with contract requirements. This position collaborates with stakeholders including department program staff, management, Office of Policy, and Management (OPM) and Office of the Attorney General (OAG) in planning, preparation, execution, and management of DPH contracts with sub-contractors.  

This Fiscal Administrative Officer position will perform all duties related to establishing, monitoring, and managing contracts with the Department’s service providers. Such duties include but are not limited to the following:

• Review requests to initiate and amend contracts and verify funding.• Prepare contract approvals and routing forms
• Track/monitor deadlines and paperwork required and facilitate staff contributions and ensure timely processing of forms, approvals, and reviews
• Review contract language approved by the Office of General Counsel for grammatical accuracy and generate contract templates containing terms/conditions
• Coordinate and input the approved contract language and budget into the contract template
• Ensure inclusion of all necessary contract clauses, terms/conditions and assemble and monitor Personal Service Agreements, Purchase of Services contracts, Memorandum of Agreements and Memorandum of Understanding
• Create contract budgets and payment schedules
• Review submitted material (affidavits, etc.) for completeness and proper execution
• Notify programs staff of contract status, missing deliverables, reports, etc. and follow-up with contractors for submission of any required documents
• Review expenditure reports for accuracy, completeness, and appropriateness
• Create and update contract records in CGMS database and CORE-CT
• Generate contract management and tracking reports and conduct follow-up as needed
• Generate fiscal tracking reports and conduct follow-up as needed
• Act as a liaison between program staff, providers, the Office of General Counsel and Fiscal Office staff to rectify contract issues
• Generate fiscal tracking reports and conduct follow-up as needed
• Prepare and process contract payments to DPH Fiscal Office in accordance with contract payment schedules and contract terms and conditions

The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.

DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

Are you interested in joining our team as a Fiscal Administrative Officer? We encourage you to apply today! This is a permanent, 40 hour per week, full-time position, based in Hartford. The work schedule for this position is 8:00AM-4:30PM. Alternative/flex work and telework schedules are available

We offer a competitive benefits package, excellent health care, generous leave policies, retirement plan, and more!  We also encourage a healthy work-life balance to all employees!.

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.  

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. 

Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position. 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.

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 Note: You will be unable to make revisions once you submit your application for this posting to the JobAps system.

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. 

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. 

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. 

All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception.  Requests should be made to DAS.SHRM@ct.gov.

This position may be subject to Federal requirements for COVID 19 Vaccination Immunization. 

Should you have questions pertaining to this recruitment, please contact Chelsea Moore at Chelsea.Moore@ct.gov

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.

 

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 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.

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.*

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.

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

• Experience in the development and administration of professional service contracts; to include managing, monitoring, and tracking contractor performance and financial compliance with contract terms and conditions
• Experience working with advanced features of Microsoft (MS) Word including advanced document formatting and creation/use of defined styles
• Experience creating financial record tracking/monitoring spreadsheets in MS Excel which incorporate complex formulas and/or advanced Excel features
• Experience using PeopleSoft CORE-CT or a similar software
• Experience reviewing financial expenditure reports or records and identifying questionable or unallowable expenses
• Experience managing multiple time sensitive priorities in a high-workload environment involving collaboration with other internal and external partners to ensure timely completion of deliverables
• Experience interpreting and applying statutes, regulations, and administrative policies

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.