Fiscal/Administrative Assistant

CT; Hartford (CT); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Professional growth

Work-life balance

PSLF eligible

Job summary

The State of Connecticut Department of Energy & Environmental Protection (DEEP) seeks a Fiscal/Administrative Assistant in the Asset Management unit of the Bureau of Central Services, Financial Management Division. This full-time role supports agency operations and maintains records, applying state policies and systems.

The position offers a hybrid work arrangement, a 40-hour week, and opportunities to contribute to budgeting, purchasing, contracts, and asset management while advancing

Qualifications

• Four years of complex clerical work in fiscal/administrative functions.
• Experience with budgets, requisitions, and purchasing processes.
• Knowledge of government accounting principles and practices.
• Ability to use and interpret EDP financial systems.

Responsibilities

• Performs paraprofessional level fiscal/administrative work.
• Balance and reconcile an interrelated group of accounts.
• Handle accounts payable/receivable and related procedures.
• Prepare simple financial statements and assist with complex statements.
• Review expenditures for compliance with budgets.
• Utilize EDP systems for financial records and reporting.
• Prepare purchase orders, contracts, and renewal documents.
• Support asset management processes and improve procedures.

Skills

Bookkeeping

Financial record keeping

Interpersonal skills

Oral & written communication

ERP/GL systems

Tools

MS Office

Excel

ERP software

GL software

Job description

Introduction

Are you seeking career growth within the State of Connecticut? If so, consider this new and exciting opportunity! The State of Connecticut, Department of Energy & Environmental Protection (DEEP) is seeking an enthusiastic, detail-oriented, experienced candidate for the role of Fiscal/Administrative Assistant within the Asset Management unit of the Bureau of Central Services, Financial Management Division.

WHAT WE CAN OFFER YOU

Visit our State Employee Benefits Overview page!

• Professional growth and development opportunities
• A healthy work/life balance to all employees
• The 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.

THE ROLE

This is a full-time, 40 hour per week position. Schedule is Monday-Friday on first shift, with hybrid work opportunities available.

• Support agency-wide operations and strengthen the administrative infrastructure that enables DEEP programs to serve communities throughout Connecticut.
• Apply your fiscal, administrative, and systems experience to improve business processes, support agency operations.
• Assist with the coordination, tracking, and accountability of agency resources and services.
• Maintain accurate records and documentation while applying state policies, procedures, and system requirements.
• Perform other related duties as assigned.

JOB 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.
• Reviews routine expenditures for compliance with itemized budgets.
• Utilizes EDP systems for financial records and reports.
• Analyzes purchase requests for asset coding accuracy in addition to assessing and improving the Agency’s overall asset management system.
• Performs related duties as required.

ABOUT US

The State of Connecticut, Department of Energy and Environmental Protection (DEEP) is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making cheaper, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut's economy and creating jobs - and to fostering a sustainable and prosperous economic future for the state.

For an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!

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;
• Basic procedures of budget preparation and control;
• Payroll procedures, purchasing procedures and contract preparation;
• Interpersonal skills;
• Oral and written communication skills;
• Considerable ability in arithmetic computations;
• Ability to audit financial documents;
• Understand and apply statutes and regulations;
• 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

• 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.
• One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

PREFERRED QUALIFICATIONS

• Experience using Microsoft Office, including Excel, Word, Outlook and Teams;
• Experience writing documents through course work, work experience, or internships;
• Experience utilizing Enterprise Resource Planning (ERP) or General Ledger Accounting software systems;
• Experience communicating with vendors, co-workers, management and third parties in writing, over the phone, and in person;
• Experience managing projects with competing deadlines.
• Experience conducting an annual inventory.
• Experience extracting, manipulating, organizing, and analyzing financial data from accounting systems through course work, work experience, or internships.

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.

Work Authorization

This employer may participate in E-Verify and will provide the federal government with your Form I9 information to confirm work authorization.

Salary Calculations

Salary Calculations: 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.

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.