STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Officer

Hybrid

Recruitment #230711-1308AR-001

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Introduction

Are you looking to make a difference in the public sector? Read below and apply today!

THE POSITION

The State of Connecticut, Department of Public Health (DPH) is is now accepting applications for multiple exciting Fiscal/Administrative Officer positions within the Contracts Management Section of the Department's Operation and Support Services Branch.  

HIGHLIGHTS

  • Unit: Contracts Management Section of the Operation and Support Services Branch
  • Location: 410 Capitol Avenue, Hartford, CT
  • Work Hours: Full-time, first shift, 40 hours per week, typically Monday through Friday.
There may be opportunities for an alternate work schedule and working remotely in accordance with State policies.

IN THIS ROLE, DISCOVER THE OPPORTUNITY TO:

  • Submit requests for Non-Completive Solicitation, requests for Waiver from Competitive Solicitation, and requests for Proposals to the Office of Policy and Management via CORE-CT (PeopleSoft);
  • Review contract language approved by the Office of General Counsel for grammatical accuracy and generate contract templates containing terms/conditions;
  • Ensure inclusion of all necessary contract clauses, terms/conditions and assemble and monitor Personal Service Agreements, Purchase of Services contracts, Memorandum of Agreements and Memorandum of Understanding;
  • Generate contract management and tracking reports and conduct follow-up as needed;
  • Act as a liaison between program staff, providers, the Office of General Counsel and Fiscal Office staff to rectify contract issues; and 
  • Prepare and process contract payments to DPH Fiscal Office in accordance with contract payment schedules and contract terms and conditions.

WHAT'S IN IT FOR YOU
  • To work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule;
  • We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 13 paid holidays per calendar year.
  • We encourage a strong work/life balance for all state employees. We offer opportunities for professional and personal growth.
  • We have limitless areas for you to perform relevant and significant work.
MORE ABOUT US

The Mission of DPH is to protect and improve the health and safety of the people of Connecticut by assuring:

  • The conditions in which people can be healthy;
  • Preventing disease, injury, and disability; and
  • Promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.

DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

Selection Plan

FOR ASSISTANCE IN APPLYING:
Please visit our 'Applicant Tips on How to Apply' page.

Please Note: In order to receive educational credits toward qualification for this job posting, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting.

To Apply:
  • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
  • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
  • All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
  • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
Important Next Step Information for After You Apply:
  • Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
  • This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
  • Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
  • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
  • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
Connect With Us:
  • Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
  • Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Pamela Rochette via email at Pamela.Rochette@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for independently performing a full range of tasks in professional level fiscal and administrative functions.

EXAMPLES OF DUTIES

  • Performs a variety of professional fiscal and administrative functions;
  • Assists head of fiscal/administrative operations, division head or agency head in budget preparation by compiling and consolidating data and projecting expenditures;
  • Maintains budget control by reviewing and authorizing expenditures and monitoring expenditures against appropriations and allotments;
  • Prepares budget reports;
  • Prepares various financial statements and statistical or narrative fiscal/administrative reports;
  • Assists in planning and implementation of financial aspects of EDP systems;
  • Utilizes EDP systems for financial records, reports and analyses;
  • Prepares or reviews grant budgets and other fiscal portions of grant applications;
  • Provides technical assistance to grantees regarding accounting procedures;
  • Reviews various contracts, financial documents and financial reports to ensure compliance with grant requirements;
  • Exercises functional supervision over a variety of clerical fiscal/administrative activities such as maintenance of accounting records, payroll preparation, preparation and processing of purchase requisitions, grant and contract record keeping;
  • Performs technical purchasing tasks such as soliciting bids and recommending contract awards;
  • Assists in formulation of policies and procedures relating to area(s) of responsibility and implementation of such policies and procedures;
  • Acts as liaison with agency central fiscal and administrative office(s) and/or central state agencies;
  • May supervise support services such as stores, inventory, mailroom, security or maintenance;
  • Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

  • Knowledge of
    • principles and practices of public administration with special reference to governmental budget management and governmental accounting;
    • grants and contracts preparation and administration;
    • purchasing principles and procedures;
    • payroll practices and procedures;
  • Skills
    • interpersonal skills;
    • oral and written communication skills;
  • Ability to
    • prepare and analyze financial documents and reports;
    • interpret and apply statutes, regulations and administrative policies;
    • utilize EDP systems for financial management.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Six (6) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, payroll, purchasing) at least one of which must be an accounting or budgeting function.*

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at or above the paraprofessional level, requiring the exercise of some independent judgment in the application of basic principles and procedures in accounting, budgeting, purchasing or related fiscal administration functions.

NOTE: Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is at the professional training level and above the paraprofessional level.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

  • College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (l/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) year of the Special Experience.
  • For state employees two (2) years as a Fiscal/Administrative Assistant may be substituted for the General and Special Experience.
  • For state employees two (2) years as a Purchasing Assistant may be substituted for the General and Special Experience.
  • Successful completion of a Connecticut Careers Trainee program approved by the Department of Administrative Services may be substituted for the General Experience and Special Experience.  
*Descriptions of these fiscal/administrative functions are attached

PREFERRED QUALIFICATIONS

  • Experience working with advanced features of Microsoft (MS) Word including advanced document formatting and creation/use of defined styles.
  • Experience in the development and administration of professional service contracts; managing, monitoring, and tracking contractor performance and financial compliance with contract terms and conditions.
  • Experience reviewing financial expenditure reports or records and identifying questionable or unallowable expenses.
  • Experience managing multiple time sensitive priorities in a high-workload environment involving collaboration with other internal and external partners to ensure timely completion of deliverables.
  • Experience in ability to interpret and apply statutes, regulations, and administrative policies.
  • Experience using initiative, organizational skills and problem-solving to complete tasks on time.

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

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.




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