Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Assistant

Recruitment #220914-1317AR-001

Introduction


The State of ConnecticutOffice of the Secretary of the State (SOTS) works as a team to provide a wide range of services for the people and businesses of Connecticut. Our vision is to be the leader in providing prompt quality service, increasing access to information, and promoting participation in the democratic process.  The Management and Support Services Division supports the office in the areas of fiscal administration, payroll, revenue depositing, purchasing, data processing and other support services. 

The Management Support Services Division has a hybrid Fiscal/Administrative Assistant position.  This is a full-time (40 hours) position with work hours M-F from 8:00AM to 5:00PM.  The FAA will be performing a wide variety of functions, such as:
  • Processing agency payroll
  • Processing leave plans and accruals for agency employees
  • Core-CT security liaison/password resets
  • Liaison with Human Resource Director on affirmative action plan and other administrative duties
The successful candidate will have demonstrated knowledge of the state payroll process as well as knowledge of time labor.

Selection Plan

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.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  Applicants must meet the Minimum Qualifications as listed on the job opening and specify their qualifications on their application. Please ensure that your application is complete, as you will be unable to make revisions once you officially submit your application into the JobAps system.

Applicants invited to interview may be required to submit additional documentation supporting their qualification(s). These documents may include: a resume, performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.  

This posting may require completion of additional referral questions (RQ’s) 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.

Updates of this recruitment will be provided through your JobAps portal account.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.  For all other inquiries, please contact Lorna Reid, lorna.reid@ct.gov.

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.

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 with Core-CT financial modules HRMS Payroll System & Time & Labor
  • Excellent time management and independent judgement skills

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.