Fiscal/Administrative Assistant

Department of Administrative Services; Madison (WI); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Professional growth opportunities

Healthy work-life balance

Job summary

Department of Public Health (DPH) in Connecticut seeks a Fiscal/Administrative Assistant to provide paraprofessional fiscal and clerical support, handling bookkeeping, accounts payable/receivable, and budget tracking. The role supports agency operations and ensures compliance with state policies.

A current CT employee is required, with Core-CT experience preferred. The position offers full-time hours, a hybrid/telework option, and opportunities for professional growth within the Operational

Qualifications

• Four years of experience in complex clerical work in fiscal/administrative functions.
• Experience with accounting, payroll, budgeting, or purchasing.
• Ability to balance records and prepare basic financial statements.

Responsibilities

• Perform paraprofessional fiscal and administrative duties.
• Maintain, balance, and reconcile financial records.
• Prepare purchase orders and vendor communications.
• Support multiple operational areas within the unit.

Skills

Bookkeeping

Basic accounting

Payroll support

Communication skills

Education

College coursework substitution

Pre-Professional Trainee substitution

Tools

Core-CT system

Documentation tools

Job description

Introduction

Are you employed by the State of Connecticut?

Are you ready to apply your attention to detail and organizational skills to challenging clerical work in areas like accounting, payroll, budget management, or grant administration?

If so, join the Connecticut Department of Public Health and Make a Difference!

THE POSITION

****The State of Connecticut, Department of Public Health (DPH),****is seeking an enthusiastic, detail-oriented, experienced ****current State of CT employee**** ****for the role of Fiscal/Administrative Assistant. We are looking for employees with Core-CT knowledge to join us at the Operational Support Services – Customer Support Unit.****

**Please note you must be a current State of CT employee to be considered for this position (see Selection Plan for additional details).**

POSITION HIGHLIGHTS

• WORK SCHEDULE: Monday – Friday
• WORK HOURS: Full-time, 40 hours per week
• LOCATION:Hartford, CT
• Opportunity for a hybrid/telework schedule, consistent with agency policy and operational needs.

WHAT WE CAN OFFER YOU

As a State of Connecticut employee, we offer the same competitive benefits which you are accustomed!

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

THE ROLE

• This position plays an important role in supporting agency-wide operations and strengthening the administrative infrastructure that enables public health programs to serve communities throughout Connecticut;
• The Customer Support Unit has experienced significant growth over the past 18 months, expanding its role in providing centralized operational and fiscal support across the agency. As a member of this collaborative team, you will have the opportunity to apply your fiscal, administrative, and systems experience to improve business processes, support agency operations, and ensure staff have the resources necessary to meet both routine operational needs and public health emergency response demands;
• Performing paraprofessional-level fiscal and administrative support functions that contribute to effective agency operations;
• Performing bookkeeping and basic accounting activities, including maintaining, reviewing, balancing, and reconciling financial and administrative records;
• Supporting multiple operational areas within the Operational Support Services – Customer Support Unit by applying established procedures, systems, and administrative processes;
• Assisting with the coordination, tracking, and accountability of agency resources and services;
• Maintaining accurate records and documentation while applying state policies, procedures, and system requirements;
• Providing timely and responsive administrative support to internal customers and agency programs;
• Performing other related duties as assigned.

MORE ABOUT THE AGENCY AND FACILITIES

The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by:

• Assuring the conditions in which people can be healthy
• Preventing disease, injury, and disability
• Promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.

DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

Selection Plan

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.

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;

• Skills

• 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 utilizing the State of Connecticut Core-CT system to perform or support fiscal and administrative transactions.
• Experience providing support for Core-CT Security activities, including processing access requests, maintaining documentation, and following established security procedures.
• Experience supporting fleet operations, including maintaining records, tracking vehicle-related information, and assisting with administrative processes related to state fleet resources.
• Experience supporting asset management activities, including inventory tracking, record maintenance, reconciliation, and accountability of state-owned property.
• Experience performing fiscal and administrative support functions, including reviewing information for accuracy, maintaining records, and processing documentation in accordance with established procedures.
• Experience organizing and managing multiple assignments while maintaining accuracy, meeting deadlines, and providing responsive customer service.
• Experience working within a State of Connecticut agency environment and applying state policies, procedures, and administrative requirements to daily operations.

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.