State of Connecticut Executive Branch

In a state agency, facility or institution this class is accountable for supervising staff engaged in a variety of complex, professional fiscal and administrative functions with a major emphasis on fiscal administration.

This class directly supervises a minimum of three (3) professional level staff over a combination of Fiscal/Administrative functions at least one (1) of which must be an accounting or budgeting function and meets a minimum of two (2) of the following criteria:

• Supervises six (6) or more fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, purchasing)
• 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 (6) or more and/or total full time staff of twelve (12) or more or acts as the assistant to an Assistant Chief of Fiscal/Administrative Services or Fiscal/Administrative Manager 2 over the entire range of functions and staff.

Descriptions of these fiscal/administrative functions are attached.

In the Office of Policy and Management, Office of Finance this class is reserved for an incumbent who 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.

Receives general direction from a fiscal/administrative employee of higher grade.

Supervises professional and paraprofessional fiscal/administrative classes and other support staff.

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

Nine (9) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grants administration, payroll, purchasing) at least one (1) of which must be an accounting function. Descriptions of these fiscal/administrative functions are attached.

• 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.

This replaces the existing specification for the class of Fiscal/Administrative Manager 1 in Salary Group AR2 66 approved effective August 21, 2019. (Reviewed for content, revised to modernize format and add Acknowledgement section) Final No. 24-030

02/22/2024

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).