Fiscal/Administrative Assistant #260922-1317AR-001

State of Connecticut; Hartford (CT); Hybrid; USD 52,000 - 76,000; Full time

Benefits offered by this job

Benefits overview

Professional growth

Work-life balance

Public Service Loan Forgiveness

Job summary

State of Connecticut, Department of Energy and Environmental Protection (DEEP) seeks a Fiscal/Administrative Assistant to support asset management and financial management operations. The role emphasizes bookkeeping, compliance with budgets, and strengthening agency administrative infrastructure, with a Monday–Friday schedule and hybrid work options.

The position requires solid experience in fiscal/administrative functions, ability to handle accounts payable/receivable, and proficiency with EDP

Qualifications

• Experience in fiscal/administrative functions with emphasis on accounting, payroll, budgeting or purchasing.
• Ability to interpret statutes and regulations and apply them to business processes.
• Experience with EDP systems for financial records and reporting.

Responsibilities

• Performs paraprofessional level work in fiscal and administrative activities.
• Bookkeeping and basic accounting: balancing and reconciling accounts.
• Accounts receivable or accounts payable processes with varied procedures and activities.
• Prepare simple financial statements and assist in more complex statements.
• Review expenditures for compliance with budgets and encumbrances.
• Utilize EDP systems for financial records and reporting.
• Perform purchasing: purchase orders, requisitions, and vendor communications.
• Prepare renewal or new contracts based on awards.

Skills

Interpersonal skills

Oral and written comm

Arithmetic computations

Audit financial documents

Statute understanding

EDP financial systems

Education

College training substitute

Tools

Microsoft Office (Excel, Word, Outlook, Teams)

ERP/General Ledger software

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 Energy & Environmental Protection (DEEP) is seeking an enthusiastic, detail-oriented, experienced candidate for the role of Fiscal/Administrative Assistant within the Asset Management unit of the Bureau of Central Services, Financial Management Division.

What We Can Offer You

• Visit our 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.

The Role

• This is a full-time, 40 hour per week position. Schedule is Monday-Friday on first shift, with hybrid work opportunities available.
• Support agency-wide operations and strengthening the administrative infrastructure that enables DEEP programs to serve communities throughout Connecticut;
• Apply your fiscal, administrative, and systems experience to improve business processes, support agency operations;
• Assist with the coordination, tracking, and accountability of agency resources and services;
• Maintain accurate records and documentation while applying state policies, procedures, and system requirements;
• Perform other related duties as assigned.

Job 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;
• Reviews routine expenditures for compliance with itemized budgets;
• Utilizes EDP systems for financial records and reports;
• Analyzes purchase requests for asset coding accuracy in addition to assessing and improving the Agency’s overall asset management system;
• Performs related duties as required.

About Us

The State of Connecticut, Department of Energy and Environmental Protection (DEEP) is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making cheaper, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut’s economy and creating jobs – and to fostering a sustainable and prosperous economic future for the state.

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

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 using Microsoft Office, including Excel, Word, Outlook and Teams;
• Experience writing documents through course work, work experience, or internships;
• Experience utilizing Enterprise Resource Planning (ERP) or General Ledger Accounting software systems;
• Experience communicating with vendors, co-workers, management and third parties in writing, over the phone, and in person;
• Experience managing projects with competing deadlines.
• Experience conducting an annual inventory.
• Experience managing projects with competing deadlines.
• Experience extracting, manipulating, organizing, and analyzing financial data from accounting systems through course work, work experience, or internships.

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

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

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.