STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Fiscal/Administrative Officer

Hybrid

Recruitment #240808-1308AR-001

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Introduction


THE POSITION
The State of Connecticut, Department of Public Health (DPH), is currently seeking enthusiastic and driven candidates to apply for the position of Fiscal/Administrative Officer within the Business Office Section of the Department's Operational and Support Services Branch. This position will perform various tasks and assignments within the business office to support the achievement of the agency’s goals and objectives.

Join our team of dedicated professionals and contribute to the health and well-being of Connecticut's residents. Apply today for this rewarding opportunity! Please note: you must be a current State of Connecticut employee to be considered for this position (see Selection Plan for additional details).

HIGHLIGHTS
  • UNIT: Business Office of Operational Support Services Branch 
  • ADDRESS: 410 Capitol Avenue, Hartford, CT 
  • WORK HOURS: Full-Time, First Shift, 40 Hours per Week 
  • SCHEDULE: Monday to Friday, 8:00am - 4:30pm
    • Hybrid schedule may be available upon completion of the working test period and adherence to operational/telework guidelines. 

WHAT WE CAN OFFER YOU

DISCOVER THE OPPORTUNITY TO
  • Engage in a rewarding career;
  • Provide support to a division that is passionate about improving the lives of those we serve; 
  • Assist our clients so they can achieve success;
  • Make a difference in the public sector;
  • Work together in a collaborative team environment.
ABOUT US 
The Mission of the Department of Public Health (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 read or watch our Applicant Tips on How to Apply!


Please Note: In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.


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 independently performing a full range of tasks in professional level fiscal and administrative functions.

    EXAMPLES OF DUTIES

    • Review purchasing requisitions in CORE-CT and Ensure compliance with procurement guidelines established by DAS.
    • Review State Contract information, compliances, and requirements on the CT Source Portal.
    • Evaluate purchasing requirements to meet the agency’s SME/MBE goals and objectives.
    • Create procurement contracts in the financial system.
    • Process change orders in the financial system.
    • Review funding strings, purchasing authority, budget, and project codes.
    • Review, approve, and reconcile P-Card procurement transactions according to OSC/OPM guidelines.
    • Review supplier profile maintenance requests in CORE-CT.
    • Periodically review the Purchase Order Balance report with various divisions.
    • Review all purchasing/change order supporting documents as per DAS/procurement guidelines.
    • Run business office reports in the CORE-CT and STAR systems.
    • Track the Fleet and Fuel spreadsheet and process the corresponding POs and payments.
    • Participate in multiple operations/support services meetings with stakeholders.
    • Assist the accounts payable and asset management teams in determining coding and requirements.
    • Review invoices against purchase orders, and receipt notes and assist the accounts payable team in processing payments.
    • Perform accounts receivable tasks and assignments as needed.
    •  Respond to audit requests/findings with appropriate justification and backup supporting documents.
    • Maintain strong relationships with internal and external stakeholders to ensure efficient and effective workflow.
    For more information, please see the job specification.

    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

    • Bachelor's degree or higher in accounting or finance
    • Experience using financial systems such as CORE-CT, (EPM, PO, AR, AP, Purchasing, P-Card Modules), STAR and CT Source Portal
    • Experience taking initiative, and utilizing organizational and problem-solving skills to complete tasks on time
    • Experience with Microsoft Excel, including creating formulas, using XLOOKUP, and VLOOKUPs, and developing pivot tables, power queries, and flows
    • Experience with state procurement, DAS State contract, P-Card processes, CT Source Portal, Solicitation process of RFP, RFQ, etc
    • Experience responding to audit queries, requests, and findings
    • Experience with written and oral communication with stakeholders

    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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