Fiscal/Administrative Assistant

Recruitment #230911-1317AR-001


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The State of Connecticut Military Department (CTMD) is accepting applications for a Fiscal/Administrative Assistant to work at our East Granby, CT location.

  • A chance 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 
  • Industry leading health benefits, including medical and dental coverage
  • State Employee Retirment System (SERS) Tier IV (new hires after 7.17.23)
  • Voluntary Deferred Compensation 45 Plan through Empower (formerly Prudential)
  • Paid time off - including 13 holidays per calendar year
  • Dedicated employee parking

  • First-shift
  • 40 hour per week
  • Monday through Friday, 7:30am - 4:30pm

    This position requires assisting Base Civil Engineering with the execution of the annual budget, to include planning, annual funding requests, receiving funding into accounts and properly distributing amongst the proper lines of accounting and reconciling vouchers.  Works with Facilities Management to ensure funds are received and properly distributed throughout accounts.  Works with other staff as required to support electronic procurement requests, purchase order tracking and other office duties as required. 

    We are a unique dual-status agency, having both federal and state missions.  The CTMD’S primary public responsibilities are:
    (1) To support the CT National Guard enabling the National Guard to provide ready units for Federal or State requirements;
    (2) To train, resource and coordinate state emergency response assets, and;
    (3) To plan for and protect citizens and their property in times of war, terrorism, invasion, rebellion, riot or disaster.  

    The CTMD is committed to conducting military operations in an environmentally friendly manner.

    Please visit our 'Applicant Tips on How to Apply' page.

    Selection Plan

    In order to be considered for this job opening you must be a current State of CT employee of the agency listed above 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. Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application into the State JobAps system. Applicants who submit an untimely, incomplete or inaccurate application will not be considered for this employment opportunity. 

    This posting may require completion of additional referral questions (RQs) 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. 

    During the recruitment process, applicants may be required to submit additional documentation supporting their qualifications. These documents may include resume, college or trade school transcripts and performance evaluations. Interviews will be limited to applicants whose experience and training most closely meet the requirements of the position. The recruitment process may require more than one interview. 

    Due to the anticipated volume of applications for this opportunity, CTMD will not provide confirmation of receipt or status during the recruitment process. Your application may be used for future CTMD opportunities for this job classification. Questions pertaining to this recruitment should be made to, (860) 548-3248. 

    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

    NOTE: In addition to the checking of references and of facts stated in the application, a background investigation of each candidate may be made before individuals are certified for permanent appointment to the position.


    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.


    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 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.


    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


    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.


    • Experience with the Microsoft Suite of products (Excel, Word, Outlooks, Teams, O365, etc.).
    • Experience working with Accounts Payable and Accounting departments to track expenditures.
    • Experience with Peoplesoft (i.e. Core-CT) or other Enterprise Resource Planning software.
    • Experience in handling work orders to support financial coordination, budget tracking, and expense forecasting.  
    • Experience in overseeing file storing, sharing, and routing systems to include SharePoint, Adobe Sign, the Army Global Electronic Approval and Routing System (GEARS), or similar systems. 
    • Experience in handling funds (budgeting, tracking, filing for reimbursement, etc.) associated with Federal grant programs.
    • Experience in data handling to generate budget forecasts to support future funding requests. 
    • Experience in reviewing/auditing financial documentation to verify compliance with state and federal laws, regulations, policies and agreements.  
    • Experience in tracking account balances and fund status across multiple funding types.
    • Experience in monitoring personnel access limitations to specific systems and/or facilities.
    • Experience in processing personnel background checks for facility access to execute contracted work or similar activities.  
    • Experience in data entry into financial and non-financial (energy, environmental, etc.) database systems to ensure compliance with various laws, regulations and policies.
    • Experience in purchase coordination and execution (requisition creation, p-card purchasing, purchase order contract oversight, state contract purchase order execution, proposal request development, etc.).  
    • Experience in financial, administrative and/or budget management tasks in a technical environment (construction, maintenance, engineering, sciences, etc.)


    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.



    The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.