Fiscal/Administrative Officer (Office/On-site)

CT; Norwich (CT); On-site; USD 75,000 - 105,000; Full time

Benefits offered by this job

Professional growth opportunities

Work-life balance

Job summary

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) seeks a Fiscal/Administrative Officer for the Southeastern Mental Health Authority in Norwich. The role provides essential fiscal, procurement, compliance, and operational support to maintain uninterrupted services.

Only current DMHAS employees may be considered. The position includes reviewing contracts, monitoring expenditures, processing purchases, and ensuring accountability within appropriations.

Qualifications

• Six (6) years of experience in fiscal/administrative functions.
• Two (2) years of the General Experience at or above the paraprofessional level, requiring some independent judgment.
• 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 four years for a Bachelor's degree.
• A Master's degree in public administration, business administration or accounting may be substituted for one year of the Special Experience.
• For state employees two years as a Fiscal/Administrative Assistant may be substituted for the General and Special Experience.
• Descriptions of these fiscal/administrative functions are attached

Responsibilities

• Performs a variety of professional fiscal and administrative functions.
• Assists head of fiscal/administrative operations in budget preparation by compiling and consolidating data and projecting expenditures.
• Maintains budget control by reviewing expenditures and monitoring 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 contracts, financial documents and financial reports for grant compliance.
• Exercises supervision over clerical fiscal/administrative activities.
• Performs technical purchasing tasks such as soliciting bids and recommending contract awards.
• Liaises with agency central fiscal and administrative offices.

Skills

Public administration knowledge

Budget management

Government accounting

Grants and contracts administration

Purchasing principles

Payroll practices

Interpersonal skills

Oral & written communication

Tools

EDP systems

Job description

Introduction

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

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is now hiring agency employees for the position of Fiscal/Administrative Officer. Please note that you must be a current DMHAS employee to be considered (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

As a State of Connecticut employee, we offer the same competitive benefits which you are accustomed. Visit our State Employee Benefits Overview page!

• 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.

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;
• Skills: interpersonal skills; oral and written communication skills;
• Ability to 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.��

*Descriptions of these fiscal/administrative functions are attached

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.