Fiscal/Administrative Assistant (Hybrid)

JobAps; Coltville (CT); On-site; USD 52,000 - 68,000; Full time

Job summary

The State of Connecticut, Department of Children and Families Centralize Support Unit seeks a Fiscal Administrative Assistant in Hartford. The role supports Asset Management, Fleet Operations, Travel and Accounts Payable under supervision, with potential hybrid telework after probation.

40 hours weekly, first shift, Monday–Friday, 8:00am–5:00pm. Responsibilities include asset processing, tagging, surplus, disposal, and year-end inventory, plus records keeping and purchasing duties.

Qualifications

• Four (4) years of experience in complex clerical work in fiscal/administrative functions such as accounting, accounts payable/receivable, budgeting, payroll or purchasing.
• Substitutions allow college hours for experience or a year as a Pre-Professional Trainee.

Responsibilities

• Perform bookkeeping and balance/reconcile interrelated accounts.
• Handle accounts payable/receivable processes with related procedures.
• Assist with asset management, purchasing, travel and records keeping.
• Prepare simple financial statements and support budget preparation.
• Ensure expenditures stay within appropriation limits and prepare renewal contracts.

Skills

Bookkeeping

Financial record keeping

Budgeting

Payroll procedures

Purchasing procedures

Interpersonal skills

Oral and written communication

Arithmetic computations

Audit financial documents

Understand statutes and regulations

EDP systems for financial management

Education

High school diploma or GED

Tools

Excel

Microsoft Office 365 Suite

PeopleSoft/CORE

EDP systems

Job description

Introduction

Join Our Team as a Fiscal Administrative Assistant at the State of Connecticut!

The State of Connecticut, Department of Children and Families (DCF) Centralize Support Unit within the Business Office is accepting applications to fill one (1) Fiscal/Administrative Assistant located in our Central Office at 505 Hudson Street in Hartford.

THE POSITION

The selected incumbent will be responsible for assisting the Business Office with tasks related to Asset Management, Fleet Operations, Travel, and Accounts Payable. The Business Office Centralized Support team consists of one Fiscal Administrative Manager, one Fiscal Administrative Supervisor, one Associate Fiscal Administrative Officer, three Fiscal Administrative Officers, and one Fiscal Administrative Assistant. The incumbent will work collaboratively with team members to support the efficient operation of these functions and help ensure compliance with agency policies and procedures.

POSITION HIGHLIGHTS

This position is full-time, following a first shift schedule, 40 hours per week, based in Hartford, CT, with occasional statewide travel for meetings, training, and other activities. The schedule is Monday-Friday from 8:00am-5:00pm.

This position will work directly under an Associate Fiscal Administrative Officer. Responsibilities will include, but not be limited to, asset processing, tagging, surplus, disposal, and year-end inventory. This position will also assist with Purchasing, Accounts Payable Fleet Operations, Travel and Records Keeping.

After successful completion of the working test period, the role may offer a hybrid telework schedule, providing greater work flexibility. Working with a team that is highly motivated and committed to the success of the agency, Creating written procedures to ensure practice conformity.

WHAT WE CAN OFFER YOU

Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers.

Professional growth and development opportunities.

A healthy work/life balance to all employees.

WHY JOIN US?

We are an ambitious team dedicated to making a difference, engaging in meaningful work that positively impacts children and families. Together, we collaborate with a diverse group of professionals and community partners, encouraging connections that drive success. We benefit from professional growth opportunities and a nurturing work environment that supports our development. As a forward-thinking organization, we value innovation and excellence, striving to make a lasting impact in everything we do.

ABOUT US

Our mission is to partner with communities and empower families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce, who strive daily to meet the needs of those we encounter. We comprise of a Central Office, fourteen area offices, two facilities, and the Wilderness School.

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;
• 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 Asset Management or a similar system to support Fleet Operations, Travel, Accounts Payable, and Petty Cash functions, such as PeopleSoft/CORE.
• Experience with Microsoft Office 365 Suite, including using Excel spreadsheets to analyze and manage data, including formatting, creating formulas, VLOOKUP's, queries, flows and pivot tables.
• Experience working within deadlines.

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.