State of Connecticut Executive Branch

This is a paraprofessional level class and can be distinguished from clerical classes by the complexity of the fiscal/administrative work, the degree of accountability for such work, the independence with which the work is done, and the degree of judgement required in applying knowledge of fiscal/administrative policies, procedures, statutes, and regulations.

This class is used in one of the following ways:

• In a combination of paraprofessional level activities in two or more business services areas (e.g., accounting, auditing, budget preparation and/or control, payroll, purchasing, grant administration, contract administration)
• Specializing in a specific paraprofessional level business services activity for which no other class (e.g., Assistant Accountant, Purchasing Assistant, Payroll Officer 1) is appropriate.

Four (4) years of experience in complex clerical work in one or more fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing.

NOTE: Complex clerical work is defined as generally routine fiscal/ administrative work, such as financial record keeping or examining, bookkeeping, requisitioning or payroll preparation at or above the level of Financial Clerk. 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 two (2) years.
• One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

ADDENDUM TO FISCAL/ADMINISTRATIVE SERIES

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.
• 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).