STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Assistant

Hybrid

Recruitment #230926-1317AR-001

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Introduction


The State of Connecticut, Department of Public Health is hiring!

The State of Connecticut, Department of Public Health (DPH) is seeking qualified individuals for two (2) Fiscal/Administrative Assistant positions within the Contracts Management Section of the Department's Operational and Support Services Branch. See below for more on these exciting opportunities! 

GENERAL HIGHLIGHTS:
  • Work Schedule: Monday - Friday
  • Work Hours: Full-time (40 hours per week), 8:00 a.m. - 4:30 p.m.
  • Location: Hartford, CT
There may be opportunities for an alternate work schedule and working remotely in accordance with State policies.

WHAT WE CAN OFFER YOU:
  • The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule
  • NEW: A Platinum Healthcare Plan, the nation’s best for state employees and dependents, according to a report by Georgetown’s Center on Health Insurance Reform and article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings
  • Extensive pension plan and supplemental retirement offering
  • State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.  Click here for more information.
  • Generous paid time off, including 13 paid holidays per calendar year
  • Professional growth and development opportunities
  • A healthy work/life balance to all employees
    IN THIS ROLE YOU WILL:
    • Thoroughly proofread, prepare, and track contracts
    • Submit requests for Non-Competitive Solicitation, requests for Waiver from Competitive Solicitation, requests for Proposals to Office of Policy and Management (OPM) via People-soft (CORE-CT)
    • Use Microsoft Word to perform advanced level formatting
    • Collaborate with stakeholders
    MORE ABOUT THE AGENCY:

    The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by:

    • Assuring the conditions in which people can be healthy
    • Preventing disease, injury, and disability
    • Promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.

    DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

    Selection Plan

    FOR ASSISTANCE IN APPLYING:
    Please visit our 'Applicant Tips on How to Apply' page.

    To Apply:
    • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
    • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
    • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
    • 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.
    • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
    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.
    • 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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
    • 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.
    • 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. If you have any questions pertaining to this recruitment please contact Alyssa Hovanec via email at Alyssa.Hovanec@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 working with Microsoft (MS) Word including document formatting and creation/use of defined styles.
    • Experience working with Microsoft (MS) Excel including creating financial record tracking/monitoring spreadsheets which incorporate complex formulas.
    • Experience in the development and administration of professional service contracts; managing, monitoring, and tracking contractor performance and financial compliance with contract terms and conditions. 
    • Experience reviewing financial expenditure reports or records and identifying questionable or unallowable expenses.
    • Experience managing multiple time sensitive priorities in a high-workload environment involving collaboration with other internal and external partners to ensure timely completion of deliverables.  
    • Experience interpreting and applying statutes, regulations, and administrative policies.
    • Experience using initiative, organizational skills and problem-solving to complete tasks on time.
    • Experience working with PeopleSoft (CORE-CT) or similar system.

    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.





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