STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Assistant

Recruitment #240703-1317AR-001

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Introduction


Are you self-motivated? Do you enjoy working in a collaborative and forward-thinking environment? If so, read below & apply today! 

The State of Connecticut, Department of Transportation is currently recruiting for a Fiscal/Administrative Assistant located in the Office of Inventory Management, Bureau of Finance & Administration. 

What We Can Offer You:

Position Details:
  • Full-time, 40 hours/week
  • Monday through Friday 
  • 7:30 A.M. to 4:00 P.M
  • Located within the Inventory Procurement Unit at 660 Brook Street, Rocky Hill
Role/Requirements:
  • Create e-Pro Requisitions for inventoried commodities stocked at Materials Management stockrooms. 
  • Research contracts, obtain formal written price quotes from vendors, create e-Pro Requisitions, manually entering description, cm# (if applicable), unit price and quantity and attach quote and comments, as needed. 
  • Perform a monthly review of all Materials Management open Purchase Orders (PO’s):
    • ensure commodities are received in a timely manner.
    • reduce commitment amounts when possible.
    • track all Materials Management POs until they are completed and closed.
  • Act as the liaison between Stores Operations, Accounts Payable, and Vendors to resolve purchase order/change order issues, receiving, pricing and contract discrepancies on purchase orders.
  • Research, review, and resolve billing issues; apply discounts to purchase orders/receipts in accordance with contract specifications and invoicing.
  • Meet with contract vendors on all issues involving vendor performance, contract language associated with procurement of commodities, price changes, new products, etc.
  • Develop purchasing strategies for improved performance. 
  • Track current market trends and industry standards on stocked commodities.
  • Crosstrain in the basic functions of all Inventory Management Units (Asset Management, Fuel Control, Inventory Procurement, and Materials Management) to assist as needed.
Telework Policy:
This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. The Policy can be found here: https://portal.ct.gov/-/media/opm/olr/notices/2021-tw-final-agreement-with-arbitrated-issue-included.pdf. Employees in their initial working test period must work on site in the office 

Selection Plan

To Apply:
  • 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.
  • 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.
  • 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. 
For Assistance In Applying:
  • Please read or watch our Applicant Tips on How to Apply!
Important Information After You Apply:
  • 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.
  • 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 questionnaire'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.
  • 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.
  • 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, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
  • 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. Should you have any questions pertaining to this recruitment, please contact Hayley Newhouse, at Hayley.Newhouse@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 with Peoplesoft Core-CT or other computerized purchasing and inventory management systems.
  • Experience with procuring inventoried commodities/items.
  • Experience working independently and as part of a team in an environment with changing work priorities. 
  • Customer service experience including corresponding and communicating with both internal and external customers.
  • Experience with Microsoft Office Suite; Teams, Outlook, Excel, PowerPoint, and Word.
  • Experience prioritizing work assignments.
  • Experience detecting issues and problem solving.

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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