Fiscal/Administrative Assistant

Are you a savvy administrative or fiscal professional with experience in government financial or grants functions?

If so, we have a unique opportunity for you to consider!

The Department of Emergency Services and Public Protection has an exciting opportunity for a Fiscal Administrative Assistant to join our team at the Division of Emergency Management and Homeland Security (DEMHS).

POSITION HIGHLIGHTS

This is a full time (40 hours/week) position, with the opportunity for a flexible schedule and teleworking depending on operational needs. The hired candidate may be required to work during emergency situations.

This role will be located at 1111 Country Club Road, Middletown, CT.

OUR MISSION

The Division of Emergency Management and Homeland Security (DEMHS) is charged with developing, administering, and coordinating a comprehensive and integrated statewide emergency management and homeland security program that encompasses all human-made and natural hazards, and includes prevention, mitigation, preparedness, response, and recovery components to ensure the safety and well-being of the citizens of Connecticut.

YOUR ROLE

This position is assigned to the Community Preparedness, Strategic Planning and Grants Unit to support the mission of DEMHS to assist the municipalities and residents of the state to prepare for, respond to, and recover from emergencies.

Due to the unique nature of this role, applicants should have demonstrated experience in complex clerical work in one or more fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing.

Photo of the Emergency Operations Center, which the Fiscal Admin Assistant role will support. 

As a Fiscal Administrative Assistant for DEMHS, your duties may include:

• Using EPro to process purchase orders and requisitions;
• Interacting with the DESPP Fiscal Unit, grant sub-applicants at the state, local, and private sector level, and other DEMHS staff to ensure that grant reimbursements and payments are promptly and accurately processed;
• Assisting in the creation and maintenance of accurate records regarding numerous grant programs;
• Interacting as directed with internal and external customers on grants, planning or other DEMHS programs;
• Providing training to other staff;
• Assisting with the preparation of financial documentation by gathering data for budget preparation or other purposes;
• Processing routine change order reports and receiving reports;
• Inputting, monitoring and preparing reports as directed from a grants management system.

More details can be found in the class specification.

WHAT WE CAN OFFER YOU

The State of Connecticut provides a leading comprehensive benefits package including:

• Excellent health and dental coverage;
• A generous retirement plan;
• Paid time off;
• A healthy work/life balance!

Check the video below to learn what it's like to be a State employee: 

This is a competitive recruitment, open to the public. 

Applicants must meet the minimum qualifications as indicated to apply for this position.

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. 

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.

Any pending disciplinary history within the past 2 years and review of attendance records are also considered in the selection process.

Should you have any questions about the position, please contact Samantha Wasef, Human Resources 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 policies and procedures;
• Experience with following and applying guidelines, including reading and interpreting written materials;
• Experience in grants administration and management;
• Experience in creating spreadsheets and tracking information; Experience working independently;
• Experience in communicating with members of the public, state, local, or federal government regarding a variety of administrative issues;
• Experience using written and oral communication to convey and share information with others.

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.