Fiscal/Administrative Assistant

State of Connecticut - DOT Bureau of Administration; Rocky Hill (CT); On-site; USD 52,000 - 77,000; Full time

Benefits offered by this job

Professional growth and development

Healthy work/life balance

Job summary

The State of Connecticut Department of Transportation in Rocky Hill is seeking a Fiscal Administrative Assistant to join the Inventory Procurement Unit within the Office of Inventory Management and Bureau of Finance & Administration. The role focuses on requisitions, contract quotes, and PO management.

You will collaborate with Stores Operations, Accounts Payable, and vendors, ensuring timely deliveries and accurate billing while supporting purchasing strategies and market trend tracking.

Qualifications

• Four (4) years of experience in complex clerical work in fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing.
• College training may be substituted for the General Experience (15 semester hours equalling one-half year of experience to a maximum of two years).
• One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

Responsibilities

• Create e-Pro Requisitions for inventoried commodities.
• Research contracts, obtain formal written price quotes from vendors, create e-Pro Requisitions, manually entering description, cm# (if applicable), unit price and quantity and attach quote and comments, as needed.
• Perform a monthly review of all Materials Management open Purchase Orders (POs).
• Ensure commodities are received in a timely manner; reduce commitment amounts when possible.
• Track all Materials Management POs until they are completed and closed.
• Act as liaison between Stores Operations, Accounts Payable, and Vendors to resolve PO/change order issues, receiving, pricing and contract discrepancies on purchase orders.
• Research, review, and resolve billing issues; apply discounts to purchase orders/receipts in accordance with contract specifications and invoicing.
• Meet with contract vendors on issues involving vendor performance, contract language, price changes, and new products.

Skills

Interpersonal skills

Oral and written communication

Arithmetic computations

Audit financial documents

Statutes and regulations knowledge

EDP systems for financial management

Education

High school diploma or GED

Tools

Peoplesoft Core-CT

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

Job description

Introduction

The State of Connecticut, Department of Transportation (DOT), currently recruiting for a Fiscal Administrative Assistant to join our team in the Inventory Procurement Unit within the Office of Inventory Management, Bureau of Finance & Administration.

Position Highlights

Schedule: Full-time (40 Hours), First shift (7:30 A.M. - 4:00 P.M.), Monday - Friday

Location: 660 Brook Street, Rocky Hill

Please Note: This position is open to Statewide employees only. This is an in office/onsite position with possible situational telework.

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 Role

• Create e-Pro Requisitions for inventoried commodities stocked at Materials Management stockrooms.
• Research contracts, obtain formal written price quotes from vendors, create e-Pro Requisitions, manually entering description, cm# (if applicable), unit price and quantity and attach quote and comments, as needed.
• Perform a monthly review of all Materials Management open Purchase Orders (PO’s):
• Ensure commodities are received in a timely manner.
• Reduce commitment amounts when possible.
• Track all Materials Management POs until they are completed and closed.
• Act as the liaison between Stores Operations, Accounts Payable, and Vendors to resolve purchase order/change order issues, receiving, pricing and contract discrepancies on purchase orders.
• Research, review, and resolve billing issues; apply discounts to purchase orders/receipts in accordance with contract specifications and invoicing.
• Meet with contract vendors on all issues involving vendor performance, contract language associated with procurement of commodities, price changes, new products, etc.
• Develop purchasing strategies for improved performance.
• Track current market trends and industry standards on stocked commodities.
• Crosstrain in the basic functions of all Inventory Management Units (Fuel Control, Inventory Procurement, and Materials Management) to assist as needed.
• Perform related duties as required

Who We Are

As one of Connecticut’s largest State agencies, DOT employs approximately 3,300 individuals statewide in five bureaus. It is the DOT's mission to improve quality of life through transportation. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

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.

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.

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

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

• 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 Peoplesoft Core-CT or other computerized purchasing and inventory management systems.
• Experience procuring inventoried commodities and items.
• Experience working both independently and as part of a team in an environment with shifting priorities.
• Customer service experience including communicating and corresponding with internal and external customers.
• Experience with Microsoft Office Suite; Teams, Outlook, Excel, and Word.
• Experience prioritizing work assignments.
• Experience identifying issues and applying effective problem-solving skills.

Special Requirements

Incumbents may be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.