Fiscal/Administrative Supervisor

State of Connecticut - Department of Public Health; Hartford (CT); Hybrid; USD 85,000 - 110,000; Full time

Benefits offered by this job

Partial telework

Flexible/alternate schedule

Job summary

The Department of Public Health (State of Connecticut) is seeking a Fiscal Administrative Supervisor in Hartford. You will oversee procurement, contracts, and payments, and report financial data to support monitoring and decision-making.

Responsibilities include generating EPM and STARS reports, coordinating with other units and external officials, and assisting in policy development. A senior level of fiscal/administrative experience is required.

Qualifications

• Eight (8) years of experience in fiscal/administrative functions with at least one in accounting, budgeting, or payroll.
• Two (2) years at the professional working level of Fiscal/Administrative Officer, Accountant, or Payroll Officer 2.
• College training may substitute for experience, with up to four years for a Bachelor's degree.
• Preferred qualifications include supervising procurement, reviewing financial reports, and payroll oversight.

Responsibilities

• Provide oversight of procurement, administration, and payments for contracts and bonds.
• Compile, analyze, and report financial data to support fiscal monitoring and decision-making.
• Generate EPM and STARS reports to support financial analysis and reporting needs.
• Coordinate with other units, agencies, and external officials; assist in policy development.
• Supervise contract procurement activities and accounts payable to ensure compliance.

Skills

Interpersonal skills

Oral and written communication

Payroll practices

Public administration knowledge

Education

Bachelor's degree

Tools

Core-CT Financial Modules

EDP systems (financial)

Job description

Introduction

Are you employed by the State of Connecticut?

Do you have experience managing complex financial reporting or contract administration processes?

If so, join the Connecticut Department of Public Health and Make a Difference!

THE POSITION

The State of Connecticut, Department of Public Health (DPH), is seeking an enthusiastic, detail-oriented, experienced current State of CT employee for the role of Fiscal Administrative Supervisor to join the Procurement and Payable Services Section of the Department's Operational and Support Services Branch.

Please note you must be a current State of CT employee to be considered for this position (see Selection Plan for additional details).

POSITION HIGHLIGHTS

WORK SCHEDULE: Monday - Friday

WORK HOURS: Full-time, 40 hours per week, First Shift

LOCATION: Hartford, CT

There is an opportunity for a partial telework and flexible/alternate schedule in accordance with State of Connecticut policies.

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

In this Fiscal/Administrative Supervisor role, you will be responsible for, but not limited to the following duties:

• Provide oversight of procurement, administration, and payments associated with contracts and bonds;
• Compile, analyze, and report financial data to support fiscal monitoring and decision-making;
• Generate EPM and STARS reports to support financial analysis and reporting needs;
• Coordinate and collaborate with other operating units, agencies, and external officials; and
• Assist in the development, review, and implementation of agency policies and procedures.

MORE ABOUT THE AGENCY AND FACILITIES

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
• 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.

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state 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.

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: 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.

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.
• 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.

For state employees experience at the level of a Purchasing Services Officer 1 or 2 substitutes for the General and Special Experience on a year for year basis.

PREFERRED QUALIFICATIONS

• Experience supervising contract procurement activities, reviewing contract financial reports, and overseeing Accounts Payable functions to ensure compliance with federal laws, state regulations, and statutory requirements.
• Experience utilizing Core-CT Financial Modules, including Supplier Contracts, Procurement Contracts, eProcurement, Accounts Payable, and EPM.
• Experience leading and supervising staff, including orienting and training new employees on duties and responsibilities and managing multiple time-sensitive priorities with accuracy in a fast-paced environment.
• Experience presenting fiscal and operational information both verbally and in writing to internal and external stakeholders.
• Experience identifying issues, conducting analysis, developing effective solutions to problems and contributing to or implementing strategic operational improvements within a department or agency.

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.