Fiscal/Administrative Assistant

State of Connecticut - DESPP Commissioner's Office; Middletown (CT); Hybrid; USD 42,000 - 64,000; Full time

Benefits offered by this job

Partial telework

Professional growth opportunities

Public service loan forgiveness (PSLF)

Job summary

State of Connecticut - DESPP Commissioner's Office seeks a Fiscal/Administrative Assistant to support Asset Management within the Fiscal Services Unit. The role covers bookkeeping, reporting, purchasing, and contract activities, contributing to strong fiscal controls.

The position offers full-time hours, a first shift, and partial teleworking in accordance with CT policies, based at DESPP Headquarters in Middletown. Collaboration with internal staff and partner agencies is essential.

Qualifications

• Four years of experience in complex clerical work in fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing.
• Complex clerical work involves financial record keeping, bookkeeping, requisitioning or payroll preparation at or above Financial Clerk level.

Responsibilities

• Performs paraprofessional level work in fiscal and administrative activities.
• Independently performs bookkeeping and basic accounting activities including balancing and reconciling accounts.
• Maintains accounts receivable or accounts payable processes with varied procedures.

Skills

Bookkeeping

Financial record keeping

Arithmetic computations

EDP systems

Payroll procedures

Tools

CORE-CT Financials

Excel

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 Emergency Services and Public Protection (DESPP) is seeking an enthusiastic, detail-oriented individual for the role of Fiscal/Administrative Assistant (FAA) within the Asset Management section of the Fiscal Services Unit.

WHAT WE CAN OFFER YOU

Visit our NEW 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

POSITION HIGHLIGHTS

This position is full time, following a first shift schedule, 40 hours per week, Monday through Friday, and will be based at DESPP Headquarters, 1111 Country Club Rd, Middletown, CT 06457.

This position also offers partial teleworking and a flexible/alternate schedule in accordance with State of Connecticut policies.

The ideal candidate is motivated, enjoys working in a range of fiscal and administrative functions, and takes pride in maintaining strong fiscal control and accurate reporting.

This role offers the opportunity to work collaboratively with internal fiscal and program staff, as well as partner agencies, while contributing to the oversight of the Agency Inventory.

PLEASE NOTE: For more responsibilities, please scroll down to the Examples of Duties Section below.

ABOUT US

The DESPP is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance, and scientific services utilizing enforcement, prevention, education and state of the art science and technology. DESPP is structured on three key Strategic Pillars created by Commissioner Ronnell Higgins.

1. Operational Efficiency, Efficacy and Excellence

Making decisions through the thoughtful and informed use of data

Challenging the 'that's the way it's always been done' construct—i.e., thinking outside the box as to how we can improve

Constantly seeking better results

2. Shared Fiscal Responsibility

Recognizing our collective responsibility to steward the agency's resources

Realigning planned budgetary actions to ensure that they are in taxpayers' interests

Preparing together for potential budget stresses and fiscal challenges

3. Ethics and Accountability

Critically and constantly measuring our practices against our policies

Performing quarterly performance evaluations agency-wide to measure success and flag areas needing improvement

Regularly engaging external partners for feedback and assessments

Opening our doors to Connecticut students and workers for apprenticeships, internships, and career pathways

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

Selection Plan

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 with CORE-CT Financials for Asset Management, Purchasing, and Accounts Payable;

Experience conducting annual inventory to include tracking, capital, and controllable assets in compliance with state statutes and regulations;

Experience with EPM (Enterprise Performance Management) and STARS (State Analytical Reporting Systems);

Experience in Microsoft Office Suite (Excel, Word, Teams, Outlook);

Experience in surplus procedures and disposition of equipment.

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.

Join the State of Connecticut and take your next career step with confidence!

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 Alejandro G. Dávila-Hurtado at [e-mail].