State of Connecticut Executive Branch

Incumbents in this class directly supervise a minimum of three professional level staff over a combination of fiscal/administrative functions at least one of which must be an accounting or budgeting function.

Incumbents must also meet a minimum of two of the following criteria:

• Manages six or more fiscal and administrative functions (e.g., accounting, accounts examining, budget management, grant administration, purchasing)
• Have fiscal responsibility of $20 million or more. This is defined as monitoring control and decision making impact of dollars.
• Directly supervises professional full time staff of six or more and/or total full time staff of twelve or more or acts as the assistant to a Fiscal Administrative Manager 2 over the entire range of functions and staff.

Descriptions of these fiscal and administrative functions are attached.

OFFICE OF POLICY AND MANAGEMENT, OFFICE OF FINANCE: 

Incumbents in this class administers the Office of Policy and Management’s statutory responsibilities outlined in Sections 4-70b and 4-205 through 4-229 of the Connecticut General Statutes relating to personal service agreements and purchase of service contracts.

AGENCY, FACILITY OR INSTITUTION:

• Directs staff and operations of the fiscal administrative office; 
• Coordinates, plans and manages office activities; 
• Formulates program goals and objectives; 
• Develops or assists in development of related policy; 
• Interprets and administers pertinent laws; evaluates staff; 
• Maintains contacts with individuals within and outside of unit who might impact on program activities; 
• Coordinates fiscal management functions including budget preparation and management, accounting and financial reporting and analysis; 
• Assists in planning and implementation of financial aspects of EDP systems; 
• Utilizes EDP systems for financial records, reports and analyses; 
• Prepares programmatic fiscal administrative analysis and impact statements on proposed regulations and legislation; 
• Directs and coordinates a variety of administrative functions such as grant administration, personnel, payroll, purchasing and contract administration; 
• May manage support services such as maintenance, duplicating services, switchboard, mailroom, food services, security and housekeeping; 
• In a facility or institution, may ensure conformance with related standards of TJC, OSHA, Environmental Protection and other regulatory agencies; 
• Leads the recruitment and hiring of staff, including outreach, interview and selection;
• Performs related duties as required.

OFFICE OF POLICY AND MANAGEMENT, OFFICE OF FINANCE:

• Formulates policies and procedures related to state agency procurement and programmatic and fiscal management of health and human services purchase of service contracts and personal service agreements; 
• Designs, develops and implements statewide standards, goals and objectives for contracting, rate setting, payment, accounting, budgeting, auditing and other fiscal and administrative procedures to assure fiscal accountability for contracting; 
• Provides direction, interpretation and guidance to state agency fiscal administrative staff involved with contracting; 
• Reviews with state contracting agencies budgetary impact of any privatization contract and need for any budget adjustments; 
• Works with state agency contracting staff to implement requirements of the State Contracting Standards Board; 
• Researches, interprets and administers pertinent laws and regulations;
• Leads the recruitment and hiring of staff, including outreach, interview and selection;
• Performs related duties as required.

• Considerable knowledge of
  • and ability to interpret and apply relevant state and federal laws, statutes and regulations;
  • principles and practices of public administration with special reference to governmental budget management and governmental accounting; 
• Knowledge of
  • and ability to apply management principles and practices; 
  • principles and procedures of personnel, payroll, purchasing, grant administration and contract administration; 
• Considerable
  • interpersonal skills; 
  • considerable oral and written communication skills; 
• Considerable ability in preparation and analysis of financial and statistical reports;
• Ability to
  • analyze budgetary and related problems; 
  • utilize EDP systems for financial management.

• 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.

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.

1. BUDGETING

Accountability for budget preparation and management for agency or facility; at higher levels includes participation in planning and policy decisions.

2. 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.

3. GRANT ADMINISTRATION (a&b ARE SEPARATE FUNCTIONS)

a. GRANT ACCOUNTING*

Supervision of the maintenance of accounting records, reconciliations, financial statements for grant funds, etc.

b. 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.

4. OTHER ACCOUNTING FUNCTIONS*

Accountability for or supervision of any additional professional accounting or accounts examining work which may be unique to an agency.

5. 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.

6. 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.

7. PAYROLL

Supervision of the payroll function.

8. 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.

9. INFORMATION TECHNOLOGY*

Supervision of an information technology operation including professional information technology staff (i.e., Information Technology Analyst 1 or above).