Connecticut StateDepartment of Administrative Services

DCJ Fiscal/Administrative Assistant

Recruitment #230113-4777CJ-001

Introduction

            

The State of ConnecticutDivision of Criminal Justice (DCJ) and its employees are committed to the fair and equal administration of justice in Connecticut. To this end, the Division acknowledges its duty to investigate and prosecute matters within its jurisdiction diligently, ethically and impartially, honoring its constitutional and common law foundations. By ensuring that the criminal laws of the State of Connecticut are enforced fairly and constitutionally, the Division honors the rule of law upon which our nation is founded.  Accomplishing this mission depends upon skill, creativity, and constructive interaction of all Division employees with the law enforcement community and advocacy in the highest traditions of the Office of State's Attorney, the first public prosecutor in America.  

We are recruiting for a full-time DCJ Fiscal/Administrative Assistant for the Chief State's Attorney Office Administration. This position works Monday through Friday, based on a 40-hour work week, with core hours of 8:00 a.m. – 5:00 p.m.

NOTE:  The incumbent will be required to complete a background check.

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.

NOTE: Individuals invited to interview may be required to submit additional documentation, which supports their qualifications for this position. These documents may include: writing samples, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  Candidates invited to interview may be required to submit additional documentation which supports their qualification(s) for this position, such as a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

All communication with applicants will be through the JobAps system, so applicants are encouraged to check for updates to their JobAps portal account.  Please ensure that you are utilizing the correct email address for notices to be sent to you from the JobAps system.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

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 DCJ.HR@ct.gov.

Questions about this position should be directed to the hiring agency's human resources office: DCJ.HR@ct.gov, 860-258-5800.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Division of Criminal Justice 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 the 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; performs routine agency personnel functions; acts as liaison with administrative agencies on routine personnel matters; prepares and updates monthly personnel status reports and organization charts; assists in the preparation of longevity lists, seniority lists, and affirmative action 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 personnel and 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.

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, personnel, 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

Candidates with the following experience will be given preference:
  • Purchasing experience entering requisitions, creating purchase orders and contracts 
  • Experience processing travel authorizations
  • Experience processing monthly fleet management records  
  • Experience with the asset management module            
  • Experience working with Microsoft Office 365 Suite with emphasis in Excel           
  • Proficiency in CORE-CT
  • Strong interpersonal, written, and oral communication skills                          
  • Strong Administrative skills, such as customer service, organization, multi-tasking and time management

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.