State of Connecticut Executive Branch

In a state agency this class is accountable for assisting in the administration of the administrative programs and operations of the agency.

Incumbents in this class act as an assistant to a Chief of Fiscal/Administrative Services over a range of functions and staff.

See addendum for descriptions of fiscal/administrative functions.

• Assists in  directing staff and operations of fiscal management functions including budget preparation and management, accounting and financial reporting and analysis;
• Assists in coordinating, planning and managing activities;
• Formulates program goals and objectives;
• Develops or assists in development of related policy;
• Reviews fiscal and administrative operations for effectiveness and compliance with statutory requirements and agency policies and procedures;
• Evaluates staff;
• Directs or assists in the direction of budget management function;
• Maintains contacts with and acts as liaison to individuals  within and outside of state who might impact on program activities;
• Advises agency head regarding fiscal and administrative matters;
• Assists EDP experts 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;
• Leads the recruitment and hiring of staff, including outreach, interview and selection;
• May direct 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 JCAH, OSHA, Environmental Protection and other regulatory agencies;
• May direct a program of internal and/or external audit;
• Performs related duties as required.

• Considerable knowledge of
  • and ability to apply management principles and practices;
  • and ability to understand 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 principles and procedures of personnel, payroll, purchasing, grant administration and contract administration;
• Considerable
  • interpersonal skills;
  • oral and written communication skills;
• Considerable ability in preparation and analysis of financial and statistical reports;
• Ability to utilize EDP systems for financial management.

Ten (10) years of experience in a combination of fiscal/administrative functions (e.g. accounting, accounts examining, budget management, grants administrative, personnel, payroll, purchasing) at least one (1) of which must be an accounting function. 

NOTE: See addendum for descriptions of these fiscal/administrative functions.

Two (2) years of the General Experience must have been supervising professional level staff.

NOTE: For state employees this experience is at the level of a Budget Specialist or Fiscal/Administrative Supervisor.

1. 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.

2. A Master's degree in public administration, business administration or accounting may be substituted for one (1) additional year of the General Experience.

This replaces the existing specification for the class of Assistant Chief of Fiscal/Administrative Services in Salary Group MP 69 approved effective August 21, 2019. (Revised to add Acknowledgement section and modify content) Final No. 22-007

FISCAL AND ADMINISTRATIVE FUNCTIONS

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).