STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Assistant

Hybrid

Recruitment #240411-1317AR-001

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Introduction


Do you want to make a difference while participating in a dynamic and reciprocal health care environment in the public sector? If so, we have an excellent opportunity for you to join our hospital’s team! 

THE POSITION
The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is a Fiscal/Administrative Assistant to join their team. This position will assist the Fiscal Division with multiple administrative functions to assure timely and accurate processing of payments, contracts, and budgeting information to maintain compliance with state statutes and federal regulations. In addition, this position will require knowledge of Microsoft Office suite, CORE-CT financial system (or similar system), and SharePoint technology. 

HIGHLIGHTS
  • FACILITY: Office of the Commissioner (OOC)
  • UNIT: Fiscal Division
  • ADDRESS: 410 Capitol Avenue, Hartford, CT
  • SCHEDULE: Full-Time, First Shift, 40 hours per week, 8:00am - 4:30pm, Monday through Friday 
  • POSITION NUMBER: 115029
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.
  • 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.
As a Fiscal/Administrative Assistant, you will be responsible for, but not limited to, the following duties:
  • Review of Fiscal Division processes; 
  • Review of budget documents for accuracy and conformance with agency spending and assist with distribution of funding; 
  • Update and maintain contract data in tracking spreadsheet through SharePoint, and assist with the creation of status reports through SharePoint;
  • Assist with training staff for use of SharePoint and PowerPoint; 
  • Assist with the review of invoices and payments for all of the Departments’ contracts, including: the receipt of all contract invoices; review and comparison with contract requirements to ensure conformance with contract provisions; assurance of services rendered with Program staff; internal tracking and monitoring of contract balances; creation and maintenance of CORE Contracts; and liaison with DMHAS Fiscal Services Bureau for payment processing. 
ABOUT US 
DMHAS is a health care agency whose mission is to promote the overall health and wellness of persons with behavioral health needs through an integrated network of holistic, comprehensive, effective, and efficient services and supports that foster dignity, respect, and self-sufficiency in those we serve. 


Selection Plan

FOR ASSISTANCE IN APPLYING: 

Please read or watch our Applicant Tips on How to Apply!


Please Note: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

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. 
  • 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.
  • 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.
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. Read through this helpful link to prepare for your interview.
  • 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 Jensine Tran at jensine.tran@ct.gov. 

    PURPOSE OF JOB CLASS (NATURE OF WORK)

    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.

    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 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, SKILL AND ABILITY

    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.

    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, 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

    MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

    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.

    PREFERRED QUALIFICATIONS

    • Experience working on a team project
    • Experience using Microsoft Excel to develop a tracking spreadsheet using macros, formulas and pivot tables
    • Experience in reviewing invoices submitted for payment and budget documents
    • Experience working with SharePoint
    • Experience with PowerPoint creation and presentation

    SPECIAL REQUIREMENTS

    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.

    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.





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