State of Connecticut Executive Branch

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. 

This class may be used in the following ways:

• For those having full time supervisory responsibility for 3 or more professional level staff and supervising a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, purchasing) at least one (1) of which must be an accounting or budgeting function.
• As the assistant to a Fiscal/Administrative Manager 1 over the entire range of functions and staff.
• The payroll function is limited to the Departments of Children and Families, Correction, Developmental Services, Mental Health and Addiction Services and Transportation.
• In the Department of Transportation when performing as a specialist in the procurement of assigned commodities.

Descriptions of these fiscal/administrative functions are attached.

• 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.

• 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.

FISCAL AND ADMINISTRATIVE FUNCTIONS

Distinction will be made between accountability for and participation in these functions. Fiscal/administrative supervisors, managers and chiefs must be accountable for (or supervise) the function if it is to be considered under the Guidelines for Class Use. The descriptions of each functional heading are not meant to be all inclusive. Their purpose is to provide a sampling of tasks in each functional area.

Those areas with an asterisk [*] must consume a significant amount of professional staff hours to be considered additional functions under the Guidelines. As a rule of thumb a significant amount of time will be considered a minimum of ten percent of total professional staff time or supervision of one full time professional position, whichever is smaller.

• BUDGETING
  • Accountability for budget preparation and management for agency or facility; 
  • At higher levels includes participation in planning and policy decisions.
• GENERAL FUND APPROPRIATION ACCOUNTING
  • Supervision of the agency's or facility's general fund accounting; includes maintenance of accounts (EDP or manual); Comptroller reconciliations; internal reconciliations; subsidiary accounts; payment lists; financial statements and reports; petty cash.
• GRANT ADMINISTRATION (SEPARATE FUNCTIONS)
  • GRANT ACCOUNTING*
    • Supervision of the maintenance of accounting records, reconciliations, financial statements for grant funds, etc.
  • GRANT MONITORING* (non-programmatic)
    • Accountable for monitoring (or supervising monitoring) of grantees to ensure that funds are accounted for and expended properly. This can include pre- or post-audit of payments, review and analysis of budgets and financial statements, review of accounting procedures. It may include field work such as assistance with setting up financial records and may include (or consist mainly of) auditing grantees.
• OTHER ACCOUNTING FUNCTIONS*
• Accountability for or supervision of any additional professional accounting or accounts examining work which may be unique to an agency.
• PURCHASING
• Accountability for or supervision of the purchasing of supplies, equipment and contractual services including preparation and revision of specifications, selecting sources of supply, obtaining and evaluating formal written bids, issuing purchase orders, analyzing price trends.
• CONTRACT ADMINISTRATION
• Accountability for or supervision of contract preparation and monitoring including preparation of requests for proposals to obtain consulting or contractual services, determination of evaluation criteria, evaluation of proposals, preparation and monitoring of personal services agreements, point of service contracts and memoranda of understanding.
• PAYROLL
• Supervision of the payroll function and HRIS Maintenance.
• SUPPORT SERVICES
• Each additional support service supervised (e.g., stores, inventory/asset management, facilities/equipment security, facilities/equipment maintenance, mailroom, food service, phone system coordination) having a minimum of three (3) full-time positions or part-time equivalent) or taking a minimum of 10% of total fiscal/administrative staff time can be considered one (1) additional function.
• INFORMATION TECHNOLOGY*
• Supervision of an information technology operation including professional information technology staff (i.e., Information Technology Analyst 1 or above).