Fiscal​/Administrative Assistant (Purchasing & Accounts Payable

Introduction

The Department of Correction (DOC) is seeking qualified candidates for multiple Fiscal/Administrative Assistant opportunities within the Fiscal Services Division. Current vacancies are available in the Purchasing and Accounts Payable Units. These positions support a variety of fiscal, procurement, contract monitoring, grant compliance, and payment processing functions to ensure accurate, timely, and compliant financial operations in accordance with applicable policies and regulations.

This position is full‑time, 40 hours per week, 8:00 a.m. – 4:30 p.m. (or as agreed upon with supervisor), Monday through Friday. Located at Central Office, Fiscal Services Division, 24 Wolcott Hill Road, Wethersfield, CT. Occasional statewide travel to DOC facilities may be required depending on assignment. A hybrid (telework) schedule may be available after completion of the working test period.

This recruitment will be used to create a larger pool of candidates for future positions as they become available in other Fiscal units within the department.

• Process and prepare invoices for payment, including reviewing supporting documents, verifying allowable costs, confirming budget allowability and pricing, and ensuring accurate coding and required approvals.
• Verify receipt of goods and services and confirm invoice accuracy; create online receivers when needed.
• Assemble and route voucher payment packages with all required documentation such as requisitions, receipts, quotes, and approvals.
• Maintain purchase order files, track pending invoices, and ensure documentation is complete for final payment.
• Identify and resolve vendor discrepancies, request missing invoices/credits, and assist with invoice settlement.
• Perform reconciliations and maintain tracking spreadsheets to monitor invoice and procurement workflows.
• Forward voucher packages for processing and monitor payment status to ensure timely completion.

• Assist with procurement activities in compliance with state purchasing regulations, DAS/OPM guidelines, agency policies, and applicable federal, state, and local requirements.
• Prepare and process requisitions, purchase orders, change orders, contract documents, and related transactions in Core‑CT, ensuring proper chart field coding, approvals, and supporting documentation.
• Support competitive procurement processes by assisting with bid and quote solicitations, evaluating responses, maintaining procurement records, and preparing contract files.
• Assist with contract administration activities, including contract execution, amendments, renewals, milestone tracking, and maintenance of contract databases and monitoring logs.
• Monitor procurement contracts and vendor deliverables to ensure compliance with contractual terms, purchasing requirements, and organizational policies.
• Conduct compliance reviews of vendor documentation, including insurance certificates, licenses, certifications, and other required records.
• Monitor statewide contract usage and assist agency staff in identifying appropriate procurement sources and purchasing solutions.
• Serve as a liaison between vendors and internal stakeholders to resolve issues related to pricing, deliveries, invoicing, contract performance, and service quality.
• Support Accounts Payable activities by assisting with vendor payment processing, purchasing card reconciliations, and resolution of discrepancies, credits, refunds, and billing issues.
• Track vendor performance, service levels, delivery schedules, and contractual obligations; document supplier evaluations and contract performance metrics.
• Maintain procurement compliance tools, vendor files, risk assessment records, and audit‑ready documentation to support internal and external reviews.
• Assist with audits, compliance monitoring activities, and resolution of procurement exceptions, audit findings, and corrective action plans.
• Prepare reports and maintain records related to procurement activities, contract compliance, vendor performance, and purchasing operations to support management decision‑making and continuous process improvement.