Fiscal/Administrative Officer

State of Connecticut - DMHAS SE Mental Health; Norwich (CT); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Professional growth opportunities

Healthy work/life balance

Job summary

State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) seeks a Fiscal/Administrative Officer, a senior role handling budgeting, procurement, and financial controls to support uninterrupted agency services. The role requires current DMHAS employment and adherence to state selection plans.

The position offers growth opportunities, a focus on work-life balance, and exposure to complex fiscal operations within a behavioral health environment at SMHA in Norwich.

Qualifications

• Six (6) years of experience in fiscal/administrative functions including accounting, budgeting, purchasing, grants or payroll.
• Proficiency in budget preparation, contract monitoring and procurement processes.
• Knowledge of state procurement rules, compliance and financial controls.

Responsibilities

• Performs professional fiscal and administrative functions for the agency.
• Assists in budget preparation by compiling data and projecting expenditures.
• Maintains budget control by reviewing expenditures against appropriations and allotments.
• Prepares budget reports and financial statements; analyzes financial data.
• Reviews contracts, financial documents and reports to ensure grant compliance.
• Supervises clerical fiscal/administrative activities and purchasing tasks.
• Performs related duties as required.

Skills

Budget management

Procurement

Financial reporting

Accounts reconciliation

Vendor management

Education

Bachelor's degree in accounting/finance or related field

Master's degree in public administration or accounting

Connecticut Careers Trainee experience

Job description

Are you a DMHAS agency employee?

Do you enjoy being the go-to problem solver who keeps financial operations running smoothly and ensures the agency can deliver its mission without interruption?

THE POSITION

State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is now hiring agency employees for the position of Fiscal/Administrative Officer.

To be considered you must be a current DMHAS employee. See Selection Plan for additional details.

HIGHLIGHTS

• FACILITY: southeastern Mental Health Authority (SMHA)
• LOCATION: 401 West Thames Street, Unit 301, Norwich, CT
• SCHEDULE: 40 hours per week | Monday - Friday; 8:00am - 4:30pm
• POSITION NUMBER: 00115982

WHAT WE CAN OFFER YOU

• Professional growth and development opportunities
• A healthy work/life balance to all employees

THE ROLE

This position is essential to the agency’s mission because it provides critical fiscal, procurement, compliance and operational support necessary for the agency to maintain effective and uninterrupted services. The position is responsible for monitoring expenditures, processing and reconciling purchase and Pcard transactions, verifying invoices and reimbursements, supporting budget preparation, monitoring contracts and vendors and ensuring expenditures remain within approved appropriations and allotments. The position also supports competitive and cost-effective purchasing by reviewing State contracts, obtaining bids, evaluating proposals and monitoring vendor performance. This position is also directly involved in compliance with State requirements and financial controls, including State procurement and reimbursement regulations, Pcard program requirements, surplus property procedures, DAS vehicle requirements and audit documentation.

ABOUT US

DMHAS is a health care agency whose mission is to promote the overall health and wellness of persons with behavioral health needs through an integrated network of holistic, comprehensive, effective, and efficient services and supports that foster dignity, respect, and self-sufficiency in those we serve.

SMHA is a community mental health agency operated by the State of Connecticut Department of Mental Health and Addiction Services (DMHAS). Its primary goal is to provide high quality behavioral health.

PLEASE NOTE:

A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.

All state employees must adhere to Connecticut's Policy for a Drug Free Workplace.

Selection Plan

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

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.

QUESTIONS? WE’RE HERE TO HELP

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Anamaria Giangarra at [e-mail].

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for independently performing a full range of tasks in professional level fiscal and administrative functions.

EXAMPLES OF DUTIES

• Performs a variety of professional fiscal and administrative functions;
• Assists head of fiscal/administrative operations, division head or agency head in budget preparation by compiling and consolidating data and projecting expenditures;
• Maintains budget control by reviewing and authorizing expenditures and monitoring expenditures against appropriations and allotments;
• Prepares budget reports;
• Prepares various financial statements and statistical or narrative fiscal/administrative reports;
• Assists in planning and implementation of financial aspects of EDP systems;
• Utilizes EDP systems for financial records, reports and analyses;
• Prepares or reviews grant budgets and other fiscal portions of grant applications;
• Provides technical assistance to grantees regarding accounting procedures;
• Reviews various contracts, financial documents and financial reports to ensure compliance with grant requirements;
• Exercises functional supervision over a variety of clerical fiscal/administrative activities such as maintenance of accounting records, payroll preparation, preparation and processing of purchase requisitions, grant and contract record keeping;
• Performs technical purchasing tasks such as soliciting bids and recommending contract awards;
• Assists in formulation of policies and procedures relating to area(s) of responsibility and implementation of such policies and procedures;
• Acts as liaison with agency central fiscal and administrative office(s) and/or central state agencies;
• May supervise support services such as stores, inventory, mailroom, security or maintenance;
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of principles and practices of public administration with special reference to governmental budget management and governmental accounting;
• grants and contracts preparation and administration;
• purchasing principles and procedures;
• payroll practices and procedures;
• interpersonal skills;
• oral and written communication skills;
• prepare and analyze financial documents and reports;
• interpret and apply statutes, regulations and administrative policies;
• utilize EDP systems for financial management.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Six (6) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, payroll, purchasing) at least one of which must be an accounting or budgeting function.*

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at or above the paraprofessional level, requiring the exercise of some independent judgment in the application of basic principles and procedures in accounting, budgeting, purchasing or related fiscal administration functions.

NOTE: Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is at the professional training level and above the paraprofessional level.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

• College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (l/2) year of experience to a maximum of four (4) years for a Bachelor's degree.
• A Master's degree in public administration, business administration or accounting may be substituted for one (1) year of the Special Experience.
• For state employees two (2) years as a Fiscal/Administrative Assistant may be substituted for the General and Special Experience.
• For state employees two (2) years as a Purchasing Assistant may be substituted for the General and Special Experience.
• Successful completion of a Connecticut Careers Trainee program approved by the Department of Administrative Services may be substituted for the General Experience and Special Experience.

PREFERRED QUALIFICATIONS

• Experience in a hospital, healthcare or similarly complex environment including purchasing supplies, commodities, equipment and services.
• Experience with PCard administration, reconciliation, compliance monitoring and related fiscal documentation.

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.