Introduction
WHAT WE CAN OFFER YOU
- Work for a Forbes top company - ‘Forbes’: State of Connecticut Ranked One of the Best Employers of 2023
- Comprehensive health and dental insurance, providing you with peace of mind and access to quality healthcare
- Robust pension plan and supplemental retirement offerings to secure your financial future
- Generous paid time off, including vacation days, sick leave, personal days, and 13 holidays per calendar year
- We are an eligible Public Service Loan Forgiveness employer, which means you may be eligible to have qualifying student loans forgiven after 10 years of service.
- A culture that recognizes the importance of work/life balance and offers alternate work schedules and telecommuting options
- Opportunities to invest in your professional growth and development with training programs, tuition reimbursement, and opportunities for advancement within the State of Connecticut
- Connecticut is a strong community with a lot to offer in entertainment, food and shopping, recreation in our beautiful state parks and forests, diverse culture, and rich history. Learn more about all Connecticut has to offer.
POSITION HIGHLIGHTS
- Full-Time, 40 hours per week
- Monday through Friday
- Location: Hartford, CT
- Hybrid (office/telework) may be available
THIS JOB IS FOR YOU IF
- You utilize your supervisory and financial problem-solving skills to guide others and work through complex issues.
- You approach the performance of complex financial transactions and reconciliation of funds with attention to detail and efficiency.
- You value providing prompt quality service and improving access to information.
- You have a passion for promoting participation in the democratic process by providing a wide range of services for the people and businesses of Connecticut.
- You want to do work that matters and want to build a better Connecticut with the Office of the Secretary of the State.
DISCOVER THE OPPORTUNITY TO
- Perform a wide variety of functions in support of the Management and Support Services division;
- Process vendor payments;
- Approve purchase orders;
- Review quotes and contracts for accuracy and solicit bids;
- Enter all tax form changes, direct deposits, and reimbursements;
- Reconcile and resolve payment discrepancies with vendors;
- Monitor agency grants, contracts, and overall expenditure plans;
- Compile and analyze data for agency fiscal reporting and communicate with various stakeholders regarding such monitoring and reporting.
ABOUT US
Through the dedication of knowledgeable staff and advanced technology, the Office of the Secretary of the State works as a team to provide a wide range of services for the people and businesses of Connecticut. We are a repository of records for the State and provide important information and resources regarding business and commercial filings, elections, and authentication as prescribed by the constitution, and federal and state laws. We seek to bolster business development opportunities, and foster a more inclusive political process by educating, informing and engaging communities in youth and civic preparation.
The Management and Support Services division supports the office in the areas of human resources, affirmative action, fiscal administration, payroll, business, revenue depositing, purchasing, data processing and other support services. It also publishes the Connecticut State Register and Manual (the “Blue Book”), maintains the interactive version on the agency website, and coordinates its distribution and sales.
Selection Plan
APPLYING FOR THE POSITION
- For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e. Executive, Judicial or Legislative) to the other.
- In order to be considered for this job opening you must be a current State of CT employee 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.
- Ensure that your application is complete before submitting it. To comply with Public Act 21-69, the State of Connecticut no longer requests resumes during the initial application process. Once your application is submitted into the JobAps system, you cannot make revisions.
- In order to receive educational credits toward qualification for this job posting, the institution must be accredited. For institutions located outside of the U.S., you must provide documentation from a recognized USA accrediting service specializing in determining foreign education equivalencies to the recruiter listed on this job posting.
- All application materials must be received by the recruiting agency by the specified deadline. Late applications will not be considered. Candidates may request a rare and documented exception for events that incapacitate them during the entire duration of the job posting period by providing a legally-recognized justification to accommodate such an exception. Requests may be made to DAS.SHRM@ct.gov.
WHAT TO EXPECT AFTER APPLYING
- Applicants will receive correspondence via email, and are also encouraged to monitor their Personal Status Board daily for status updates, notices, and tasks required in the recruitment process.
- Some postings may require additional referral questions (RQs). You will receive an email with these questions after the posting’s closing date. Check your email and Personal Status Board for notifications, including your spam or junk folders.
- You may be required to submit additional documentation supporting your qualifications at any point during the recruitment process. The documentation may include a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, or licensure, at the discretion of the hiring agency.
- The immediate vacancy is listed above, but your application may be considered 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 offered a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees, available at www.ct.gov/ethics.
CONNECT WITH US
- Due to the high volume of applications, we cannot confirm receipt or status during the recruitment process. Updates will be available through your JobAps portal account.
- If you have any questions about this recruitment, please contact Emily Kennedy at emily.kennedy@ct.gov or 860-509-6171.
- Follow the State of Connecticut on LinkedIn to stay updated on our career opportunities and news.
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;
- grants and contracts preparation
and administration;
- purchasing principles
and procedures;
- payroll practices and
procedures;
- Skills
- interpersonal skills;
- oral and written
communication skills;
- Ability to
- prepare and analyze
financial documents and reports;
- interpret and apply
statutes, regulations and administrative policies;
- 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 or above 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.
NOTE: 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
- College training may be
substituted for the General Experience on the basis of fifteen (15) semester
hours equalling one-half (l/2) year of experience to a maximum of four (4)
years for a Bachelor's degree.
- A Master's degree in
public administration, business administration or accounting may be substituted
for one (1) year of the Special Experience.
- For state employees two
(2) years as a Fiscal/Administrative Assistant may be substituted for the
General and Special Experience.
- For state employees two
(2) years as a Purchasing Assistant may be substituted for the General and
Special Experience.
- Successful completion of a Connecticut Careers Trainee program
approved by the Department of Administrative Services may be substituted for
the General Experience and Special Experience.
*Descriptions of these fiscal/administrative
functions are attached
PREFERRED QUALIFICATIONS
- Experience analyzing and maintaining budgets in a public sector environment.
- Experience managing procurement processes and compliance in a public sector environment.
- Experience managing Accounts Receivable processes.
- Experience with Microsoft Office Suite software to carry out the general administration of work.
- Experience with Microsoft Excel to prepare spreadsheets, manage data, execute formulas, and formatting.
- College training in accounting.
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, veterans, and persons with disabilities.
ACKNOWLEDGEMENT
As defined by Sec. 5-196
of the Connecticut General Statutes, a job class is a position or group of
positions that share general characteristics and are categorized under a single
title for administrative purposes. As
such, a job class is not meant to be all-inclusive of every task and/or
responsibility.