Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Assistant

Hybrid

Recruitment #220617-1317AR-100

Introduction


Are you a current State of Connecticut employee looking for a new fiscally focused role? 
Do you enjoy performing fiscal and administrative functions? 
If so, read below & apply today! 

The State of Connecticut, Department of Consumer Protection (DCP), is now accepting applications from qualified State of CT employees for an anticipated, full-time, Monday-Friday, Fiscal/Administrative Assistant role located at 450 Columbus Blvd in Hartford, CT with hybrid telework options available. It is DCP’s mission to ensure a fair and equitable marketplace as well as safe products and services for consumers in the industries that it regulates. 

The Role: The Drug Control Division oversees compliance and enforcement of all laws and regulations concerning the distribution of drugs within Connecticut. We oversee all pharmacy inspections and audits. We also conduct investigations on health care professionals for improper prescribing, diversion, and misuse of controlled substance medications. We are responsible for the state's Prescription Monitoring Program, Medical Marijuana Program, and Adult Use Cannabis Program. 

Discover the Opportunity to: 
  • Be responsible for duties that vary considerably depending on nature of program and current stage in its life cycle. 
  • Perform paraprofessional level work in fiscal and administrative activities. 
  • Independently perform bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts. 
  • Independently be accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities. 
  • Prepare simple financial statements and assists in preparation of complex financial statements.  
  • Calculate rates involving complex arithmetical formulas. 
  • Gather and consolidate payroll and expenditure data for budget preparation. 
  • Ensure that expenditures plus encumbrances are within appropriation limits. 
  • Review routine expenditures for compliance with itemized budgets. 
  • Utilize EDP systems for financial records and reports. 
  • Independently perform purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals. 
  • See other examples of duties below.  
*This salary range shall increase effective July 1, 2022. 

Selection Plan

To Apply:
  • In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.
  • 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) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location.
  • 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.
After You Apply: 
  • Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board daily to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
  • 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 daily in the event an email provider places auto-notification emails in a user's spam. 
  • 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. 
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. 
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. 
  • If have any questions pertaining to this recruitment, please contact faith.macdonald@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 independently meeting deadlines for competing priorities.
  • Experience analyzing data to generate documents, reports, and presentations.
  • Experience working with the elicense system.
  • Experience interpreting State Statutes, Regulations, and Policies as pertaining to drugs and cannabis.
  • Experience working with a regulatory program including working with boards or commissions.
  • Experience with grant and contract finances.

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.