Connecticut StateDepartment of Administrative Services

Fiscal/Administrative Officer

Recruitment #230112-1308AR-001

Introduction

Are you a State of CT employee looking for your next opportunity to “make an ImpaCT”? If so, we are looking for you to join our team! Read below and apply today. 

The State of Connecticut Department of Transportation (DOT), Bureau of Finance and Administration, is currently recruiting for Fiscal Administrative Officer positions in our Contracts Unit and Agreements/Negotiations Unit.  These positions are full time, Monday through Friday, 40 hours/week.  

AS A STATE EMPLOYEE YOU STILL CONTINUE TO ENJOY: 
  • Industry leading health benefits, including medical and dental coverage
  • Competitive starting salary and structure 
  • Extensive pension plan and supplemental retirement offerings
  • Paid time off - including 13 paid holidays per calendar year
  • Professional growth and development opportunities
  • Culture that encourages work-life balance  
Agreements/Negotiations Unit
These positions will be responsible for processing various types of agreements and the financial transactions related to those agreements. We are looking for a candidate who is self-motivated, has strong communication and organization skills, and the ability and willingness to adapt to a changing environment.   

Duties include, but not limited to:
  • Assist with administering the negotiations process between the Department and the consultants.
  • Review/analyze consultant and Department budget proposals related to agreement costs/value.
  • Schedule negotiations meetings, write fee letters, update/maintain various databases (excel, access, etc.) and file systems.
  • Attend various meetings including negotiations meetings.
  • Coordinate DBE/SBE submittals with the Contract Compliance Unit.
  • Communicate with consultants and internal staff at all levels, including management/executive level.
  • Responsible for the preparation, review, approval, and processing of agreements for execution with engineering consultants, other private organizations, municipalities, non-profit organizations, and Transit districts.
  • Coordinates with the operating Bureaus and relevant units and managers to ensure the timely review, comment, and approval of such agreements pursuant to established schedules.
  • Assists in the development of standard agreement formats, new systems, and procedures to increase the efficiency of the unit, as well as establishing and tracking performance measures related to the same.
  • Interprets complex state statutes and federal regulations when creating/reviewing agreements.
  • Assists in the creation of Unit policies and procedures as they relate to agreements and negotiations.
  • Independently research and keep abreast of the latest laws, rules, policies, regulations, pending legislation as they relate to agreements.
  • Respond to consultants/second parties regarding agreement provisions and facilitate changes to agreement language as necessary.
  • Acts as liaison between the department, consultants, consultant’s legal representation, second parties, internal legal staff, and Attorney General’s Office.
  • Ensures that all Attorney General’s required provisions and standards are incorporated in agreements.
  • Maintains records/files.
  • Computer Use/Knowledge – Create/monitor various electronic files/spreadsheets (CORE, ACCESS, Excel Project Tracking Spreadsheets, MS Word)
Contracts Unit
These positions will be responsible for reviewing and processing construction projects/contracts from bid advertisement to contract award and execution as well as reviewing and processing contractor prequalification applications for approval. We are looking for candidates with efficient analytical, administrative/processing skills, and the ability and willingness to adapt to a changing environment.  

Duties include, but not limited to:
  • Independently analyzes and reviews Contractor bid proposal documents for DOT Construction Projects, for compliance with various bid requirements.  
  • Independently analyzes/reviews financial bid analysis provided by the Estimating Unit. Requests and reviews bid pricing justification from contractor. Communicates/facilitates comments from the Districts and the Estimating Unit regarding the low bid analysis and contractor bid pricing justification.
  • Independently, develops, analyzes, and maintains project status worksheets (utilizing MS Access database) highlighting contract/project specific requirements and milestone dates.    
  • Independently, prepares and communicates (verbal/written correspondence) low bid letter/package to the Contractor outlining required documents to be submitted prior to award of contract.  
  • Requests and monitors all required approvals for contract award and execution. 
  • Ensures that all Federal (FHWA & FTA) guidelines are adhered to, and that all federal requirements are met as it relates to construction contract bidding and award.  
  • Responsible for assisting the Contract Compliance Unit in the financial/administrative review and approval of Contractor’s DBE/SBE pre-award submittals.
  • Computer Use/Knowledge – Independently develops and maintains various financial, contract and statistical data reports utilizing MS Access and Excel.
  • Independently reviews/analyzes Contractor Pre-Qualification Applications for approval. The Unit analyzes/processes approximately 225 Prequalification applications on an annual basis.
  • Independently assembles/prepares Construction Contract Documents for contract execution.
  • Informs and provides direction to Contractors/customers regarding the various requirements of the Department’s Construction Contract Bidding and Award procedures.  
  • Independently reviews and approves Bid Proposal Request Forms allowing contractors to bid on specific types of construction projects. 
  • Advertises/Solicits bids for construction projects on the DAS State Contracting Portal. 
  • Monitors pre-bid questions from contractors and communicates with design staff regarding status of unanswered questions and forthcoming addenda.
  • Posts required contract award information to the DAS State Contracting Portal.
  • Create/enter contracts in CORE and processes new Vendor information.
  • Create and approve Purchase Order Requisitions in CORE for office supplies for both the Contracts Unit and the Agreements Unit.
  • Assists with developing and implementing procedures/policies related to the Contracts Unit’s area of responsibility.
  • Administer electronic bid openings for construction projects utilizing electronic bidding software (Bid Express). 
  • May conduct annual inventory on Unit assets.
  • Administer Right of Way (ROW) property bid openings and coordinates with ROW staff regarding bid openings and bid results.
About Us
It is our mission to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. Learn more about our mission, vison, and values here!

Selection Plan

To Apply:
  • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this 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 or shift.
  • 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.
  • 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.
  • For assistance in applying, please visit our 'Applicant Tips on How to Apply' page
Important Information After You Apply:

  • 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 questionnaire'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.
  • 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, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
  • 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, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Hayley Newhouse at hayley.newhouse@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

 

EXAMPLES OF DUTIES

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, SKILL AND ABILITY

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.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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.*

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

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.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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

PREFERRED QUALIFICATIONS

  • Experience corresponding and communicating with both internal and external customers at all levels including management/executive.
  • Experience with Microsoft Office including Word, Excel, Access, Outlook, and Teams 
  • Experience with organizing and prioritizing multiple tasks 

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.