Fiscal/Administrative Assistant

Are you a savvy administrative and fiscal professional with demonstrated experience in the financial industry?

The State of Connecticut, Department of Transportation (DOT) Division of Business Services seeks a qualified individual for the position of Fiscal Administrative Assistant (FAA) in the Accounts Payable Unit in Newington.

We invite you to explore this unique opportunity in State service!

BENEFITS AND BALANCE AT THE STATE OF CONNECTICUT

The State of Connecticut Ranked One of the Best Employers of 2023 by 'Forbes'. This national recognition comes from offering job growth, competitive benefits and flexible scheduling for our employees!

What we can offer you:

• Industry leading health benefits, including medical and dental coverage;
• Extensive pension plan and supplemental retirement offerings;
• Paid time off - including 13 paid holidays per calendar year;
• Professional growth and paid professional development opportunities; and
• A work culture that promotes a healthy work-life balance to all employees!

State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.

POSITION HIGHLIGHTS

• Work Schedule: 7:30 AM - 4:00 PM, Monday through Friday, first shift
• Job Type: Full Time (40 hours per week)
• Location: Headquarters in Newington, CT*

*This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. Employees in their initial working test period must work on site in the office

YOUR ROLE

Due to the unique nature of this role, applicants should have demonstrated experience in complex clerical work in one or more fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing.

As a Fiscal Administrative Assistant for the DOT, your duties may include:

• Managing the DOT utility accounts;
• Processing vendor payments;
• Processing Service Transfer Invoices;
• Processing Construction Estimates;
• Processing Consultant Agreement payments;
• Approving vouchers for payment;
• Reconciling and resolving payment discrepancies with Vendors; and,
• Performing any other related duties, as required.

More details can be found in the class specification.

WHO WE ARE

At the DOT, our mission is to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. Learn more about our mission, vison, and values here!

This is a competitive recruitment, open to the public.

TO APPLY

• Complete a Master Application and directly apply to this recruitment.
• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
• 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.
• Please select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
• 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.

FOR ASSISTANCE IN APPLYING

• Please visit our "Applicant Tips on How to Apply" page.

WHAT TO EXPECT 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 daily 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 daily in the event an email provider places auto-notification emails in a user's spam.

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.

Other Notes:

• 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.

CONTACT INFORMATION

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.

Should you have any questions about the position, please contact Samantha Rivera, Human Resources Specialist – Talent Solutions at Samantha.Rivera@CT.Gov

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In a state agency, facility, or institution this class is accountable for performing a combination of basic paraprofessional work, and highly complex clerical work in fiscal and administrative functions.

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 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; utilizes EDP systems for financial records and 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 of bookkeeping, financial record keeping and basic governmental accounting principles and practices; knowledge of basic procedures of budget preparation and control; some knowledge of payroll procedures, purchasing procedures and contract preparation; basic interpersonal skills; oral and written communication skills; considerable ability in arithmetic computations; ability to audit financial documents; ability to understand and apply statutes and regulations; ability to utilize EDP systems for financial management.

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

1. 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.

2. One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.

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.