State of Connecticut Executive Branch

DCJ Fiscal/Administrative Assistant (4777CJ)

$31.60-$41.02 Hourly / $2,527.94-$3,281.00 BiWeekly /
$65,979.00-$85,634.00 Yearly

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Division of Criminal Justice this class is accountable for performing a combination of basic paraprofessional work and highly complex clerical work in fiscal and administrative functions.

GUIDELINES FOR JOB CLASS USE

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, personnel, 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, Personnel Aide, Payroll Officer 1) is appropriate.

SUPERVISION RECEIVED

Initially works under the close supervision of a fiscal or fiscal/administrative employee of higher grade; works more independently with acquired experience.

SUPERVISION EXERCISED

May lead clerical staff.

EXAMPLES OF DUTIES

  • Performs paraprofessional level work in fiscal and administrative activities; 
  • Independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts; 
  • Independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities; 
  • Prepares simple financial statements and assists in the preparation of complex financial statements; 
  • Calculates rates involving complex arithmetical formulas; 
  • Gathers and consolidates payroll and expenditure data for budget preparation; 
  • Ensures that expenditures plus encumbrances are within appropriation limits; 
  • Reviews routine expenditures for compliance with itemized budgets; 
  • Performs routine agency personnel functions; 
  • Acts as liaison with administrative agencies on routine personnel matters; 
  • Prepares and updates monthly personnel status reports and organization charts; 
  • Assists in the preparation of longevity lists, seniority lists, and affirmative action reports; 
  • Independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals; 
  • Independently prepares renewal or new contracts based on awards; 
  • Ensures that routine payments are in compliance with contract provisions; 
  • Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

  • Knowledge of
    • bookkeeping, financial record keeping and basic governmental accounting principles and practices; 
    • basic procedures of budget preparation and control; 
    • personnel and payroll procedures, purchasing procedures, and contract preparation; 
  • Skills
    • basic interpersonal skills; 
    • oral and written communication skills; 
  • Considerable ability
    • in arithmetic computations; 
  • Ability to
    • audit financial documents; 
    • understand and apply statutes and regulations.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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, personnel, 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 the level of a Financial Clerk. Descriptions of these fiscal/administrative functions are attached.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

  • 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.

JOB CLASS DESIGNATION

Unclassified

OCCUPATIONAL GROUP

(04)-Business Management

BARGAINING UNIT

(53)-DCJ NON-MANAGER EXMP

EEO

(5)-Para-Professional

SALARY INFORMATION

CJ 19

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.

CANCELLATION CLAUSE

This replaces the existing job specification for the class of DCJ Fiscal/Administrative Assistant in Salary Group CJ 19 approved effective October 12, 2007. (Revised to remove Appointment section, modify content, and add Acknowledgement section) Final No. 23-022

EFFECTIVE DATE

01/19/2023

ADDENDUM

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/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).

CLASS: 4777CJ; REV: 1/20/2023;