Fiscal/Administrative Assistant

State of Connecticut - DMHAS Off of the Commissioner; Middletown (CT); On-site; USD 48,000 - 64,000; Full time

Benefits offered by this job

Professional growth and development

Healthy work/life balance

Job summary

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is seeking a Fiscal Administrative Assistant in Middletown, CT. The role supports travel authorization processing, payroll reimbursements, and purchasing activities within the Fiscal Services Bureau.

Ideal candidates have strong bookkeeping, payroll, and contracting skills, with experience in government accounting and proficient in EDP systems.

Qualifications

• Four (4) years of experience in complex clerical work in fiscal/administrative functions.
• Knowledge of basic governmental accounting principles and practices.
• Experience with payroll, purchasing, and contract processes.

Responsibilities

• Performs paraprofessional level work in fiscal and administrative activities.
• Maintains, balances, and reconciles accounts and handles accounts payable/receivable.
• Reviews expenditures for budget compliance and prepares financial statements.
• Gathers payroll and expenditure data for budget preparation.
• Processes travel authorizations and related reimbursements with accuracy.

Skills

Bookkeeping

Financial record keeping

Payroll procedures

Purchasing procedures

Contract preparation

Interpersonal skills

Oral and written communication

Arithmetic computations

EDP systems

Education

High school diploma or GED

Tools

Travel reimbursement systems

HR/payroll platforms

Financial management systems

Job description

Introduction

Do you want to utilize your skills and make a difference? Are you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity!

THE POSITION

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is currently seeking a qualified and experienced individual for the position of Fiscal Administrative Assistant to join our team.

HIGHLIGHTS

• DIVISION: Office of the Commissioner (OOC)
• UNIT: Fiscal Services Bureau
• LOCATION: Middletown, CT (Haviland Hall on CVH campus)
• SCHEDULE: Full-Time, 40 Hours per Week, First Shift, Monday - Friday, 8:00am - 4:30pm
• POSITION NUMBER: 27125

WHAT WE CAN OFFER YOU

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

Visit our new State Employee Benefits Overview page!

DISCOVER THE OPPORTUNITY TO

• Engage in a rewarding career
• Showcase your talents in a meaningful role
• Provide support to a division that is passionate about the work we do
• Work together in a collaborative team environment

THE ROLE

This position will be responsible for processing Travel Authorization Forms (TAs) for professional and educational conferences and seminars for all Union and Management DMHAS employees.

• Review (and correction if necessary) of each TA and supporting documentation, ensuring that each form is completed and signed correctly and accompanied by the correct supporting documentation.
• Processing Payroll Reimbursements against TAs for all DMHAS employees which includes review (and correction if necessary) of reimbursement forms to ensure that they match approved TAs, receipts for approved costs are included and that they follow DMHAS and state rules for reimbursement.
• Responding to questions from DMHAS staff regarding Travel Reimbursement policies and procedures.
• Working directly with the Office of the Comptroller’s Travel Reimbursement staff to ensure Union-paid TAs and reimbursement paperwork is completed appropriately and reimbursements are made as timely as possible.
• Assists the DMHAS team working with Annual Purchase Orders for Services by making payments when Travel Reimbursement duties allow.

ABOUT US

DMHAS is a health care agency whose mission is to promote the overall health and wellness of persons with behavioral health needs through an integrated network of holistic, comprehensive, effective, and efficient services and supports that foster dignity, respect, and self-sufficiency in those we serve.

PLEASE NOTE

A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.

All state employees must adhere to Connecticut's Policy for a Drug Free Workplace.

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.
• Knowledge of payroll procedures, purchasing procedures and contract preparation.
• Skills in interpersonal skills.
• Skills in oral and written communication skills.
• Ability to consider 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

• 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 reviewing and processing travel authorizations, reimbursement requests, purchase orders, invoices or accounts payable transactions with a high level of accuracy.
• Experience identifying incomplete or incorrect information and obtaining required corrections.
• Experience using financial management systems, HR/payroll platforms or travel reimbursement systems.
• Experience interpreting and applying procedural guidelines, union rules, and agency policies accurately.
• Experience communicating professionally with staff and external partners, providing clear guidance on policies and procedures, and resolving discrepancies or documentation issues.
• Experience organizing and prioritizing work in a fast-paced environment, balancing competing deadlines, and supporting multiple administrative workflows.
• Experience with attention to detail and effective interpersonal interaction.

SPECIAL REQUIREMENTS

Incumbents may be required to possess a high school diploma or General Educational Development (GED) 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.