Fiscal/Administrative Assistant

State of Connecticut - Department of Insurance; Hartford (CT); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Telework after probation

Professional growth opportunities

Work-life balance

Job summary

The State of Connecticut, Insurance Department (CID) in Hartford seeks a Fiscal/Administrative Assistant to support Billing & Collections, asset management, and travel. You will work under a Fiscal Manager with a team of Administrative Officers to ensure accurate financial records and reporting.

The role emphasizes professional growth, teamwork, and cross-training across Core-CT financials, with a standard 40-hour workweek and telework eligibility after probation.

Qualifications

• Four years of experience in complex clerical work in fiscal/administrative functions.
• College training may be substituted for the General Experience (15 semester hours = 0.5 year, up to 2 years).
• One year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

Responsibilities

• Performs paraprofessional level work in fiscal and administrative activities.
• Independently performs bookkeeping and basic accounting activities such as balancing and reconciling accounts.
• Independently handles accounts receivable or accounts payable processes with varied procedures.
• Prepares simple financial statements and assists in the preparation of complex financial statements.
• Calculates rates involving arithmetical formulas and consolidates payroll/expenditure data for budgets.

Skills

Billing & Collections

Microsoft Office Suite

Interpersonal skills

Oral and written communication

Education

High school diploma or GED

Tools

Microsoft Office Suite (Teams, SharePoint, Excel, Word, Outlook)

Job description

Introduction

The State of Connecticut, Insurance Department (CID), Business Office Unit is accepting applications for a Fiscal/Administrative Assistant position. This position is open to statewide employees.

POSITION HIGHLIGHTS

• SCHEDULE: Full-Time (40 Hour), First Shift (8:00 A.M. - 4:30 P.M.), Monday - Friday
• ADDRESS: 280 Trumbull Street, Hartford
• This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. Learn more about the Telework Policy.

CONTINUE TO ENJOY

• Our State Employee Benefits Overview page!
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.

THE ROLE

The Fiscal/Administrative Assistant will work directly under the guidance of a Fiscal Manager while collaborating with a dedicated team consisting of three Administrative Officers and two Associate Fiscal Administrative Officers. You will play a key role in Billing & Collections, Asset Management, and supporting Travel. The Business Office is responsible for the fiscal/administrative functions for two additional agencies that are APO to the Insurance Department.

• Coordinating asset processing;
• Tagging;
• Surplus and disposal activities;
• Year-end inventory;
• Maintaining and reconciling financial records; and
• Utilizing electronic financial systems to prepare reports and maintain accurate records.

This position offers an excellent opportunity for a motivated individual who thrives in a collaborative environment and is committed to delivering exceptional administrative and fiscal support in service of the agency's mission. This position also offers the opportunity to cross-train across all Core-CT financials which can expand your Core-CT knowledge.

OUR MISSION

Our mission at the State of Connecticut, Connecticut Insurance Department (CID) is consumer protection. The department carries out its mission by enforcing state insurance laws to ensure policy holders are treated fairly, by providing assistance, outreach and education to help consumers make sound choices and by regulating the industry in a fair and consistent manner that fosters market competition for availability of insurance.

Selection Plan

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.

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 by the closing date listed on the job posting.

BEFORE YOU APPLY:

Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.

Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, 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 contact listed below by the closing date listed on the job posting.

Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.

Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.

Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing [e-mail].

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.

AFTER YOU APPLY:

Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your Personal Status Board regularly.

Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).

Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!

Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at www.ct.gov/ethics.

This employer may participate in E‑Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.

QUESTIONS? WE’RE HERE TO HELP:

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Nicole Frascatore via [e-mail].

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 with Billing & Collections.
• Experience generating financial reports.
• Experience using Microsoft Office Suite - Specifically Teams, Sharepoint, Excel, Word & Outlook.
• Experience working independently and as part of a team.
• Experience utilizing oral and written communication with internal and external stakeholders.
• Experience with organization, tracking and completing tasks in a timely manner.

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.

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.