Fiscal/Administrative Supervisor #261006-0083AR-001

State of Connecticut; Hartford (CT); On-site; USD 85,000 - 115,000; Full time

Job summary

The State of Connecticut, Office of Policy and Management in Hartford, seeks a Fiscal/Administrative Supervisor to lead the business operations unit. You will supervise staff, oversee contract drafting and PSA awards, and ensure accurate financial reporting and compliance with state laws.

Responsibilities include reviewing financial records, guiding procurement actions, and coordinating with other divisions to maintain sound fiscal management.

Qualifications

• Eight (8) years of experience in fiscal/administrative functions, with at least one year in accounting, budgeting, or payroll.
• Two (2) years of professional level experience as Fiscal/Administrative Officer, Accountant, or Payroll Officer 2.
• College training may substitute for experience; Master’s degree may substitute for one additional year of experience.

Responsibilities

• Assist the Fiscal/Administrative Manager 2 with fiscal duties of the business office.
• Supervise and oversee bid proposals, contract drafting and contract awards.
• Research master contracts and recommend purchasing agreements.
• Review purchasing quotes and prepare statement of work.
• Utilize Core-CT for financial records, reports, and analyses.
• Lead in updating policies and procedures in line with laws and guidance.

Skills

Public administration

Budget management

Payroll

Contract management

Financial analysis

Communication

Supervisory skills

EDP systems

Education

Bachelor’s degree in public administration or accounting

Master’s degree in public administration, business administration or accounting

Tools

Core-CT (PeopleSoft)

Microsoft Excel

Job description

Introduction

The State of Connecticut ’s Office of Policy and Management (OPM) is currently seeking a qualified individual for the position of Fiscal/Administrative Supervisor in their Division of Administration (ADMIN), Business Operations Unit.

What We Can Offer You

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

HIGHLIGHTS

This is a full-time position conveniently located in Hartford, CT, easily accessible to all major highways.

• LOCATION: Office of Policy and Management
• ADDRESS: 450 Capitol Avenue, Hartford, CT
• WORK HOURS: Full-time, first shift, 40 hours per week
• SCHEDULE: Monday through Friday

DISCOVER THE OPPORTUNITY TO

• Assist the Fiscal/Administrative Manager 2 in directing staff and overseeing a variety of fiscal, administrative, contracting and audit functions in the business office.
• Supervise, coordinate and oversee the preparation of bid proposals, contract drafting and contract award processes resulting in Personal Service Agreement (PSA) contracts.
• Review financial records, reports, and perform complex analyses.

About Us

At OPM we report directly to the Governor and provide information and analysis that the Governor uses to formulate public policy for the state. We also assist state agencies and municipalities in implementing the law and public policy on behalf of the people of Connecticut. We prepare the Governor’s budget proposals; implement and monitor the execution of the enacted budget; and oversee the executive branch agencies that report to the Governor.

The Division of Administration carries out the Secretary of OPM’s direction and manages the agency’s day to day administrative work. The Business Operations Unit manages OPM’s budget and daily operations. This work includes but is not limited to the following: Purchasing and managing contracts; tracking and managing inventory; handling fleet, mail, and courier services; supporting employee travel; managing buildings and facilities; storing records and required documents; processing payments and tracking spending; maintaining financial accounts and reports; and reviews audits for OPM subgrants.

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

• Assist the Fiscal/Administrative Manager 2 with the fiscal related duties of the business office;
• Supervise, coordinate and oversees the preparation of bid proposals, contract drafting and contract awards;
• Research master contracts and recommend purchasing agreements for agency purchasing;
• Review purchasing quotes and prepare statement of work;
• Utilize Core-CT for financial records, reports, and complex analyses;
• Act as liaison with other OPM divisions as far as contracting;
• In consultation of the Fiscal/Administrative Manager 2, review business office policies and procedures and recommend updates and changes in accordance with legislation and/or Office of State Comptroller updated guidance or updated Department of Administrative Services policies and procedures;
• Assist with review of agency policies and procedures;
• Supervise staff and assist the Fiscal/Administrative Manager 2 in areas such as Payroll, A/P, A/R, Asset Management, Purchasing, Grant Administration, etc. as required;
• Lead the preparation of OPM’s annual indirect cost rate calculation for federal review;
• Prepare reports and correspondence; and
• Perform 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 utilizing Core-CT Financial Modules (Peoplesoft) or a similar financial management system as it relates to: utilizing Financial modules for procurement contracts, requisitions, purchasing, e-procurement, accounts payable, asset management, and Enterprise Performance Management (EPM) queries.
• Experience with Microsoft Excel including creating complex formulas, developing pivot tables, calculations, linking spreadsheets within a workbook, data manipulation, auto summing, etc.
• Experience drafting and reviewing Contracts such as: Memorandum of Understanding/Agreements (MOU’s and MOA’s), Personal Service Agreements (PSA's) and Grant Awards both as a Grantor or Grantee.
• Experience supervising fiscal administrative staff and functions including but not limited to: Accounts Payable, Accounts Receivable, Billing, Purchasing or Asset Management functions.
• Experience preparing fund reconciliations, performing financial audits and projections.
• Experience in developing scopes of work and overseeing contract documentation processes with grantees, contractors, state agencies and external stakeholders.
• Experience with government procurement statutory requirements, regulations, guidelines, and contract execution.
• Experience in providing training and technical assistance to staff on both federal grants and state contracting processes.

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.