Fiscal/Administrative Assistant Hybrid #261019-1317AR-001

State of Connecticut; Hartford (CT); Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Professional growth

Work-life balance

Benefits overview

Job summary

State of Connecticut’s Department of Public Health seeks a Fiscal Administrative Assistant to join a collaborative, fast-paced team in Hartford. The role supports budgeting, purchasing, payroll, and financial reporting, requiring a solid foundation in clerical fiscal duties and strong attention to detail.

The position emphasizes independent work, timely processing of invoices, journal entries, and compatibility with core financial systems.

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.
• Basic bookkeeping, financial record keeping and accounting principles.
• Experience with accounts payable and accounts receivable in any financial system.

Responsibilities

• Generate bills/invoices.
• Payment processing.
• Aging analysis and reporting.
• Journalizing deposits in Core.
• Running reports – collections and dunning.
• Accounts reconciliation.

Skills

Bookkeeping

Accounts payable

Accounts receivable

Payroll

Purchasing

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Outlook

Teams

OneDrive

Job description

Introduction

Introduction

Do you want to utilize your skills and make a difference? Are you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity! The S tate of Connecticut , Department of Public Health (DPH) is seeking a qualified candidate for the position of Fiscal Administrative Assistant to join our team.

Highlights

• LOCATION : Hartford, CT
• SCHEDULE : Full-Time, First Shift, 40 hours per week, Monday - Friday
• Hybrid work environment

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.

You Will Discover The Opportunity To

• Engage in a rewarding career;
• Showcase your talents in a meaningful role;
• Thrive in an exciting environment;
• Provide support to a division that is passionate about the work we do;
• Work together in a collaborative team environment.

The Role

Join a supportive, collaborative team where you’ll work alongside colleagues with diverse backgrounds and expertise. We’re looking for someone who thrives in a fast‑paced environment, enjoys juggling multiple priorities, and is eager to learn and grow.

Job Duties

Job duties include, but are not limited to:

• Generate bills/invoices
• Payment processing
• Aging analysis and reporting
• Journalizing deposits in Core
• Running reports – collections and dunning
• Accounts Reconciliation etc.

About Us

The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.

DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

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.

Before You Apply

• Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
• Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date listed on the job posting.
• Resume Policy: Per Public Act 21-69 , resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
• Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
• Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing [e-mail] .
• 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.
• Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.

After You Apply

• Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your Personal Status Board regularly.
• For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”
• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
• Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!
• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics .
• This employer may participate in E‑Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.

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 maintaining, balancing and reconciling financial records, including processing journal entries.
• Experience with Accounts Receivable and Accounts Payable in any financial system.
• Experience working independently, demonstrating good problem-solving skills while adapting to changing work environment, priorities and deadlines.
• Experience with basic generally acceptable accounting practices/principles.
• Experience communicating with various stakeholders.
• Experience with Microsoft Word, Excel, Outlook, Teams, and OneDrive.

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.