Fiscal/Administrative Assistant (Hybrid)

CT; Hartford (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

The Department of Energy and Environmental Protection (DEEP) in Connecticut seeks a Fiscal/Administrative Assistant for the Asset Unit of the Bureau of Central Services, Financial Management Division. You will support agency operations, apply fiscal and administrative processes, and maintain records with adherence to state policies.

Ideal candidates have strong bookkeeping, budgeting, payroll and purchasing skills, plus experience with ERP or General Ledger systems and MS Office.

Qualifications

• Four (4) years of experience in complex clerical work in fiscal/administrative functions.
• Knowledge of bookkeeping, financial record keeping, budgeting, payroll, and purchasing.
• Ability to use government accounting and EDP systems for financial management.

Responsibilities

• Perform paraprofessional level work in fiscal and administrative activities.
• Balance, reconcile, and review financial records and accounts.
• Process accounts payable and accounts receivable; prepare basic financial statements.
• Gather payroll and expenditure data for budget preparation.
• Ensure expenditures and encumbrances stay within appropriation limits.
• Prepare purchase orders, requisitions, and renewal or new contracts as needed.
• Utilize EDP systems for financial reporting and recordkeeping.

Skills

Bookkeeping

Interpersonal skills

Oral & written communication

Arithmetic computations

Education

High school diploma or GED

College coursework in accounting or related field

Tools

Microsoft Office

Excel

Word

Outlook

Teams

ERP / General Ledger software

Job description

Introduction

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

Position Highlights

• Supporting agency-wide operations and strengthening the administrative infrastructure that enables DEEP programs to serve communities throughout Connecticut;
• Applying your fiscal, administrative, and systems experience to improve business processes, support agency operations;
• Assisting with the coordination, tracking, and accountability of agency resources and service;
• Maintaining accurate records and documentation while applying state policies, procedures, and system requirements;
• Performing other related duties as assigned.

This role is Monday-Friday, 40 hours per week.

OUR MISSION

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.

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;
• Perform 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 co-workers, management, and third parties.
• Experience communicating with vendors, peers, management, and external stakeholders through both oral and written communication;
• Experience with stockroom operations and material handling, mailroom operations, and inventory control.
• Experience keeping stockroom records and inventories.
• Experience with the certified mail process, including preparation, tracking, and record management.

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.

Compliance Information

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

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.