STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Assistant

Hybrid

Recruitment #240410-1317AR-001

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Introduction

Do you want to make a difference while participating in a dynamic and reciprocal human service environment in the public sector? If so, we have an excellent opportunity for you to join our team! 

THE POSITION
The State of Connecticut, Department of Aging and Disability Services (ADS) is now hiring for the position of Fiscal/Administrative Assistant. 
Please note you must be a current State of Connecticut employee to be considered for this position (see Selection Plan for additional details).

HIGHLIGHTS
  • LOCATION: 309 Wawarme Ave, Hartford, CT 
  • UNIT: Fiscal Division
  • SCHEDULE: Full-Time, First Shift, 40 hours per week, 8:00am-4:30pm, Monday through Friday
  • POSITION NUMBER: 32230
      WHAT'S IN IT FOR 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
      • 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 offerings
      • Generous paid time off, including 13 paid holidays per calendar year
      • Professional growth and development opportunities
      • A healthy work/life balance to all employees
      • 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.
      This Fiscal/Administrative Assistant position will be responsible for duties that will include, but are not limited to, the following:  
      • Approving payments using Disability Case Processing System software;
      • Performing vendor file maintenance in the Disability Case Processing System;
      • Communicating with vendors for various functions (adding vendors, reviewing statements of outstanding bills and identifying payments made);
      • Using Microsoft Excel to create reports for payment and obligation tracking;
      • Reviewing vendor bills for accuracy and completeness; and 
      • Entering vouchers on Core-CT for operations payments. 
      ABOUT US 
      ADS offers a myriad of programs and services to assist older adults and people with disabilities. Our programs, policies and practices are designed to: 
      • Deliver integrated aging and disability services responsive to the needs of Connecticut citizens;
      • Provide leadership on aging and disability issues statewide; 
      • Provide and coordinate aging and disability programs and services in the areas of employment, education, independent living, accessibility and advocacy; 
      • Advocate for the rights of Connecticut residents with disabilities and older adults; and 
      • Serve as a resource on aging and disability issues at the state level.

      Selection Plan

      FOR ASSISTANCE IN APPLYING: 

      Please read or watch our Applicant Tips on How to Apply!


      Please Note: 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.


      Please Note: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

      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. 
      • In order to receive educational credits toward qualification for this job posting, the institution must be accredited.  If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting.
      • 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.
      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. Read through this helpful link to prepare for your interview.
      • 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 Jensine Tran at jensine.tran@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 with PeopleSoft CORE-CT
        • Experience with Microsoft Excel
        • Experience with time management and meeting deadlines
        • Experience communicating with individuals with different backgrounds 
        • Experience reconciling vendor statements

        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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