Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Assistant

Recruitment #221123-1317AR-001

Introduction


Are you looking for the next step in your financial career? We encourage you to apply today!

The State of Connecticut, Department of Transportation (DOT) invites qualified candidates to apply for the position of Fiscal Administrative Assistant. This opportunity is available in the Revenue Accounting Unit within the Department’s Budget Services Division located in Newington, CT.

The Revenue Accounting Unit is part of the Budget Services Division, within Office of Finance in the Department’s Bureau of Finance and Administration. This Unit is responsible for the billing, collection, and deposit of funds due the Department. This includes generating invoices and collecting Department revenue of approximately $50 million annually; and ensuring all transactions related to Department revenues of over $800 million annually are accurately and appropriately recorded in accordance with state governmental accounting procedures and in compliance with Connecticut General Statutes. 

Job Responsibilities: 
Key responsibilities for this exciting opportunity may include, but are not limited to:
  • Independently accountable for various accounts receivable activities
  • Logs incoming Highway Maintenance reports of state property damage (“D reports”)
  • Performs daily reconciliation of mailroom sheet log to daily check deposits, ensuring compliance with CGS
  • Performs monthly reconciliation of mailroom sheets/deposits to cash book
  • Utilizes various modules of the Core-CT Financial system, (including Billing, Accounts Receivable, General Ledger/Commitment Control and EPM) for data entry, reporting and analyses of financial records
  • Establishes customer receivable accounts in the Core-CT Financial system
  • Initiates billing invoices for various modules (i.e., property damages, encroachment permits, leases, outdoor advertising, inter-agency transfers, demand deposits)
  • Coordinates distribution of final notices to receivable customers
  • Coordinates distribution of customer account statements for various receivable modules
  • Coordinates correspondence to insurance providers for accident/damage invoices
  • Coordinates correspondence and transfers files to contracted collection services vendor
  • Retrieves and handles incoming unit faxes, following through with appropriate next step
  • Handles or appropriately forwards requests for information from insurance providers 
  • Coordinates unit’s shared email mailbox
  • Files all paid invoices
  • May perform general accounting entries including application of payments, adjustments, and write-offs to receivable accounts
  • Generates/distributes aged receivable reports to internal DOT units for follow-up action
  • Acts as Unit liaison to Customers, other DOT units, Collection Agency, Office of the Attorney General and/or Contract Attorney and other interested parties.
  • Assists in formulating and maintaining written unit procedures 
  • Performs related duties as required
Job Details:
  • This position is Monday - Friday (40 hours per week), schedule to be determined based on the operational need of the unit. 
  • *Due to the requirements of the duties, it is expected this position will primarily be reporting to the office on a daily basis
What We Can Do For You:
Competitive starting salary, excellent State benefits package including health and dental insurance, generous paid time off, retirement plan options, alternate work schedule options, telework opportunities, professional development and tuition reimbursement and a culture that promotes work-life balance. We also offer the convenience of an on-site, low-cost fitness center, on-site cafeteria and Electric Vehicle (EV) charging at our Newington, CT Headquarters facility. DOT facilities have ample free parking with easy access from major highways or by public transportation.

Selection Plan

To Apply:
  • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • Please ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system. Applicants who submit and subsequently withdraw their application will not be able to resubmit for the same posting.
  • 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.
  • For assistance in applying, please visit our 'Applicant Tips on How to Apply' page
Important Next Step Information for 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 on a daily basis 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 on a daily basis 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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • The immediate vacancies are 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.
  • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics
Connect With Us:
Due to the large volume of applications received, the State of Connecticut is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Hayley Newhouse at Hayley.Newhouse@ct.gov or (860) 986-6918.

#INDLP

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

  • Associate’s or Bachelor’s degree in Finance, Accounting or a related field
  • Proficient with Microsoft Office programs (including Outlook, Word, Excel, and Teams)
  • Familiarity with accounts receivable and/or collections processes
  • Experience providing customer service to both internal and external stakeholders
  • Experience with prioritizing, organizing and multitasking
  • Experience working independently and as part of a team

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.