Fiscal​/Administrative Assistant

Introduction

The State of Connecticut, Department of Administrative Services is currently accepting applications for the position of Fiscal/Administrative Assistant within the Business Services Payables unit in Hartford, CT.

WHAT WE OFFER

• Professional growth and development opportunities
• A healthy work environment for all employees

POSITION HIGHLIGHTS

• Full time, 40 hours per week
• Monday through Friday schedule
• First shift hours, 8:00 am to 4:30 pm
• Hybrid/telework opportunity available after training completion; hybrid schedule based on business needs and in accordance with the department policy.
• When in the office, the reporting location is 450 Columbus Blvd, Hartford, CT.

THE ROLE

As a Fiscal/Administrative Assistant within the Business Services Payables unit, your responsibilities will include, but are not limited to:

• Making payments daily
• Working as a team to coordinate change orders with purchasing
• Communicating with vendors on invoicing issues
• Cross training with team members
• Communicating with internal and customer agencies

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; basic procedures of budget preparation and control; payroll procedures; purchasing procedures and contract preparation
• Skills in interpersonal, oral and written communication; considerable ability in arithmetic computations; audit financial documents; understand and apply statutes and regulations; 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. Complex clerical work is defined as generally routine fiscal/administrative work at or above the level of Financial Clerk.

MINIMUM QUALIFICATIONS – SUBSTITUTIONS ALLOWED

• College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience to a maximum of two (2) years.
• One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

PREFERRED QUALIFICATIONS

• Experience with accounts payable and utilizing financial software, such as Peoplesoft
• Experience communicating with vendors, staff, management, and third parties via email, phone, and in person
• Experience prioritizing and managing multiple deadlines
• Experience following and executing general accounting procedures
• Experience managing and responding to communications in multiple shared mailboxes

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.

STATE OF CONNECTICUT – 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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