Fiscal/Administrative Assistant (Hybrid)

CT; Middletown (CT); Hybrid; USD 42,000 - 64,000; Full time

Job summary

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) seeks a Fiscal/Administrative Assistant in the Asset Management section of the Fiscal Services Unit. This full-time position is based at DESPP Headquarters in Middletown, CT, with a first-shift schedule and 40 hours per week, Monday through Friday, offering partial teleworking.

You will collaborate with internal fiscal staff and partner agencies, supporting procurement, accounts payable/receivable,

Qualifications

• Four 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.
• College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half year of experience to a maximum of two years.
• One year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.
• Experience with CORE-CT Financials for Asset Management, Purchasing, and Accounts Payable is preferred.

Responsibilities

• Performs paraprofessional level work in fiscal and administrative activities.
• Balance and reconcile accounts; manage receivables/payables.
• Process purchasing orders and contracts.
• Prepare simple financial statements and assist with budgeting.
• Ensure expenditures stay within appropriation limits.
• Utilize EDP systems for financial records and reports.

Skills

Bookkeeping

Financial record keeping

Arithmetic

Oral & written communication

Interpersonal skills

Education

High school diploma or GED

Tools

CORE-CT Financials

EDP systems

Excel

MS Word

STARS

EPM

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.
• 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.

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. 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.
• 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.
• 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.

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;
• Gather 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;
• Knowledge of basic procedures of budget preparation and control;
• Knowledge of payroll procedures, purchasing procedures and contract preparation;
• Skills: interpersonal skills;
• Skills: oral and written communication skills;
• Considerable ability in arithmetic computations;
• Ability to audit financial documents;
• Ability to understand and apply statutes and regulations;
• Ability to 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); and
• 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.