Fiscal/Administrative Supervisor

JobAps; Hartford (CT); On-site; USD 85,000 - 105,000; Full time

Job summary

State of Connecticut, Department of Children and Families in Hartford seeks a Fiscal Administrative Supervisor to lead the Centralized Support Business Office team. The role oversees three Fiscal Administrative Officers and reports to the Fiscal Administrative Manager, guiding fiscal and administrative functions across budgeting, payroll, purchasing, and reporting.

The position emphasizes supervisory leadership, compliance with state laws, and collaboration with internal units.

Qualifications

• Eight (8) years of experience in a combination of fiscal/administrative functions.
• Two (2) years at the professional working level of Fiscal/Administrative Officer or similar role.
• College training may be substituted for General Experience; Master’s may substitute for one additional year.

Responsibilities

• Supervise staff and oversee payroll, purchasing, and financial reporting.
• Review expenditures and manage budget planning and fiscal oversight.
• Develop policies, standards, and procedures; liaison with other units and external officials.

Skills

Public administration

Budget management

Payroll

Interpersonal skills

Communication

Education

Bachelor's degree

Master's degree in public administration

Tools

CORE-CT modules

Microsoft Office

Job description

Introduction

Are you a current State employee looking to grow your career? If so, we invite you to explore this opportunity! The State of Connecticut, Department of Children and Families (DCF) is currently accepting applications to fill one (1) full-time Fiscal Administrative Supervisor (FAS) position. The position is in our Department’s Division of Fiscal Services - Business Office located within our Central Office in Hartford, CT. This position is open to current State Employees.

POSITION HIGHLIGHTS

SHIFT: Full-time | 40 hours per week | first-shift

SCHEDULE: Monday through Friday, 8:30 AM - 5:00 PM

LOCATIONS: 505 Hudson Street, Hartford, CT with occasional statewide travel for meetings, training, and other activities.

NOTE: After successful completion of the working test period, the role may offer a hybrid telework schedule at 70% providing greater work flexibility.

BENEFITS AND BALANCE AT THE STATE OF CONNECTICUT

As a current state employee, you will continue to receive benefits, including:

• State Employee Retirement System;
• A variety of medical and dental plans;
• Sick and personal leave;
• The State of CT is an eligible Public Services Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.

Visit the State Employee Benefits Overview page to learn more!

In addition, the State puts an emphasis on:

• Providing limitless opportunities;
• Hiring for diverse and fresh perspectives;
• Performing meaningful work and;
• Encouraging a healthy work/life balance!

Our state has a lot to offer - from fun activities for all ages, to great food and shopping, to beautiful state parks and forests, to our diverse cultures and rich history. Connecticut is a great place to live! Learn more about Connecticut here.

YOUR ROLE

The Centralized Support Business Office team oversees asset management, travel and fleet management, IT purchasing, and mailroom services. The FAS will lead a team that consists of three (3) Fiscal Administrative Officers. The FAS reports directly to the Fiscal Administrative Manager, who leads the Business Office unit.

More details about this position can be found within the 'Example of Duties' and the class specification.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for supervising staff engaged in a variety of fiscal and administrative functions, with major emphasis on fiscal administration or payroll oversight.

EXAMPLES OF DUTIES

• Supervises maintenance of accounts;
• Supervises preparation of financial statements and reports and budget requests in financial planning and oversight of payroll;
• Reviews and authorizes expenditures;
• Schedules, assigns, oversees and reviews work of staff;
• Provides staff training and assistance;
• Conducts performance evaluations;
• Determines priorities and plans work;
• Establishes and maintains procedures;
• Develops or makes recommendations on development of policies and standards;
• Acts as liaison with other operating units, agencies and outside officials regarding policies and procedures;
• Prepares reports and correspondence;
• Oversees planning and implementation of financial aspects of EDP systems;
• Utilizes EDP systems for financial records, reports, and analyses;
• Assists in analyzing impact of proposed regulations and legislation on agency fiscal/administrative programs and functions;
• Supervises grant and contract administration, including fiscal record keeping and reporting and preparation of new contracts and grant applications;
• Supervises requisitioning, stores and inventory control;
• Supervises purchasing functions;
• In addition to supervising fiscal/administrative functions, may supervise support services such as stores, inventory, facilities/equipment maintenance, mailroom, food services, facilities/equipment security;
• May supervise payroll preparation;
• Performs related duties as required.

In the Department of Transportation:

• Performs specialized duties in a particular area of commodities or services;
• Responsible for open-market and scheduled term buying for a specialized group of items;
• Researches and analyzes data on market, price trends and supply for a specialized group of items;
• Reviews specifications for suitability, completeness and consistency;
• Prepares or edits specifications;
• Oversees preparation of bid proposals;
• Reviews competitive bids and recommends contract awards;
• Prepares contracts;
• Obtains new sources of supply;
• Inspects or arranges tests on samples and delivered materials for conformance with specifications;
• Studies new materials which may be used to state advantage as substitutes for materials in use;
• Under supervision coordinates bids and contracts for legislatively mandated set-aside programs for a specialized group of items in order to comply with state law and designated bureau goals for such programs;
• Performs 'make-buy' studies;
• Acts as liaison with other operating units, agencies and outside officials regarding unit policies and procedures;
• Utilizes EDP systems for financial records, reports, and analyses;
• Prepares reports and correspondence;
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of principles and practices of public administration with special reference to governmental budget management, governmental accounting, and payroll;

Relevant agency policies and procedures;

Relevant state and federal laws, statutes and regulations;

Knowledge of grants and contracts preparation and administration;

Purchasing principles and procedures; types, characteristics and sources of supply and market factors of assigned commodities; business law as it applies to purchasing contracts and sales; payroll practices and procedures;

Considerable interpersonal skills; oral and written communication skills;

Considerable ability in preparation and analysis of financial and statistical reports; Ability to understand and apply relevant state and federal laws, statutes and regulations; utilize EDP systems for financial management;

Supervisory ability.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Eight (8) years of experience in a combination of fiscal/administrative functions (e.g., accounting, payroll, purchasing) at least one (1) of which must be an accounting, budgeting, or payroll function. Descriptions of these fiscal/administrative functions are attached.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at the professional working level of Fiscal/Administrative Officer, Accountant, or Payroll Officer 2.

NOTE: Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is the professional training level and below the professional working 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 (1/2) 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) additional year of the General Experience.

PREFERRED QUALIFICATIONS

Experience interpreting state and federal statutes, regulations, and guidelines.

Experience using CORE‑CT modules (Purchasing, Accounts Payable, Accounts Receivable) and managing procurement in accordance with State of Connecticut policies.

Experience using advanced Microsoft Office tools to analyze and manage complex data.

Experience managing multiple deadlines and overseeing business office operations.

Experience with audit requirements.

Experience demonstrating supervisory ability in coordinating or directing the work of others.

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.