State of Connecticut Executive Branch

In a state agency, central business operation, this class is accountable for administering the programs and operations of a major fiscal division or fiscal/administrative services division.

Incumbents in this class have accountability for one or more fiscal functions (e.g. accounting, accounts examining, budget management) and may have responsibility for additional administrative functions.

This class is used in a very large agency, and meets a minimum of TWO of the following criteria:

• Administers ten or more fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, personnel, purchasing) at least two of which must be an accounting and budgeting function.*
• Fiscal responsibility of $100 million or more. This is defined as monitoring, control and decision making over dollar amounts. In evaluating this criteria reporting relationships will be examined for duplication of fiscal responsibility.
• Directly manages professional full-time staff of twenty-five or more and/or total full-time staff of fifty or more.

• Administers staff and operations of a major fiscal or fiscal/administrative services division including budget preparation and management, accounting and financial reporting and analysis;
• Develops, implements and evaluates division policies, goals and objectives;
• Designs and develops division programs and activities;
• Implements new procedures and procedural revisions;
• Determines appropriate staffing levels and directs management and coordination of staff;
• Designs and implements performance review standards for division staff;
• Maintains contacts with individuals within and outside of division who might impact on policy or program activities;
• Acts as liaison for department with internal and external state contacts;
• Directs financial planning activities including long and short-term forecasting;
• Assists EDP experts in planning and implementation of financial aspects of EDP systems;
• Utilizes EDP systems for financial 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 a program of internal and/or external audit;
• May direct support services such as maintenance, duplicating services, switchboard, mailroom, food services, security and housekeeping;
• May ensure conformance in a facility or institution with related standards of JCAHO, OSHA, Environmental Protection and other regulatory agencies;
• Performs related duties as required.

• Considerable knowledge of
  • and ability to apply management principles and practices;
  • and ability to apply relevant state and federal laws, statutes and regulations;
  • and ability to apply principles and practices of public administration with special references to governmental budget management and governmental accounting;
  • 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 administration, personnel, payroll, purchasing) at least one (1) of which must be an accounting function.*

One (1) year of the General Experience must be at a managerial level.

NOTE: For state employees this experience is interpreted at the level of an Assistant Chief of Fiscal/Administrative Services, a Principal Budget Specialist or Fiscal/Administrative Manager.

• 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.

*Descriptions of these fiscal/administrative functions are attached.

This replaces the existing specification for the class of Chief of Fiscal/Administrative Services 1 in Salary Group MP 71 approved effective August 21, 2019. (Revised to add Acknowledgement section and modify content) Final No. 22-007 

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 or 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/STORES/INVENTORY

Accountability for and/or supervision of these areas combined will generally be considered one (1) function. The exception is a warehouse operation employing at least three (3) full-time (or part-time equivalent) positions, which may be considered one (1) additional function.

6. CONTRACT ADMINISTRATION

Accountability for and /or supervision of contract preparation and monitoring.

7. PERSONNEL

Accountability for and/or supervision of the agency or facility personnel function. This includes recruitment, personnel records, classification issues, grievances and other labor relations issues, worker's compensation, career and benefits counseling.

8. AFFIRMATIVE ACTION*

Accountability for supervision of preparation of agency or facility goals, affirmative action recruitment, reporting, counseling, and other aspects of implementation of affirmative action goals.

9. PAYROLL

Supervision of the payroll function.

10. SUPPORT SERVICES

Each additional support service supervised (e.g., laundry, security, maintenance, switchboard, food service) 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.

11. DATA PROCESSING*

Supervision of a data processing operation including professional data processing staff (i.e., Computer Programmer 1 or above).