Fiscal/Administrative Assistant

Introduction

\r\nThe State of Connecticut, Department of Transportation (DOT),�currently recruiting for a Fiscal Administrative Assistant to join our team in the Inventory Procurement Unit within the Office of Inventory Management, Bureau of Finance & Administration.�\r\n\r\n\r\n\r\nPOSITION HIGHLIGHTS\r\n\r\n\r\n Schedule: Full-time (40 Hours), First shift (7:30 A.M. - 4:00 P.M.), Monday - Friday\r\n Location: 660 Brook Street, Rocky Hill�\r\n Please Note:�\r\n \r\n This position is open to Statewide employees only.�\r\n This is an in office/onsite position with possible situational telework.\r\n \r\n \r\n\r\n\r\n\r\n\r\nWHAT WE CAN OFFER YOU\r\n\r\n\r\n Visit our new State Employee Benefits Overview page!\r\n Professional growth and development opportunities\r\n A healthy work/life balance to all employees\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\nTHE ROLE\r\n\r\n\r\n\r\n Create e-Pro Requisitions for inventoried commodities stocked at Materials Management stockrooms.�\r\n 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.�\r\n Perform a monthly review of all Materials Management open Purchase Orders (PO’s):\r\n Ensure commodities are received in a timely manner.\r\n Reduce commitment amounts when possible.\r\n Track all Materials Management POs until they are completed and closed.\r\n 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.\r\n Research, review, and resolve billing issues; apply discounts to purchase orders/receipts in accordance with contract specifications and invoicing.\r\n Meet with contract vendors on all issues involving vendor performance, contract language associated with procurement of commodities, price changes, new products, etc.\r\n Develop purchasing strategies for improved performance.�\r\n Track current market trends and industry standards on stocked commodities.\r\n Crosstrain in the basic functions of all Inventory Management Units (Fuel Control, Inventory Procurement, and Materials Management) to assist as needed.\r\n Perform related duties as required\r\n\r\n\r\n\r\nWHO WE ARE\r\n\r\nAs one of Connecticut’s largest State agencies, DOT employs approximately 3,300 individuals statewide in five bureaus. It is the DOT's mission to improve quality of life through transportation. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.�\r\n\r\n\r\nLearn more about our mission, vision, and values by clicking here!\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n

Selection Plan

\r\n\r\n\r\nIn 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.\r\nFOR ASSISTANCE IN APPLYING:�\r\nCheck out our�Applicant Tips on How to Apply! Need more resources?� Visit our�Applicant Toolkit�for additional support throughout the recruitment process.�\r\nBEFORE YOU APPLY:�\r\n\r\n Meet Minimum Qualifications:�Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. �\r\n Educational Credits:�List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, 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 contact listed below by the closing date listed on the job posting.�\r\n Resume Policy:�Per�Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.�\r\n Artificial Intelligence (AI) Policy:� Refer to General Letter No. 195 - Candidate Use of Artificial Intelligence in the Vacancy Filling Process.�\r\n Preferred Shift/Location:�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.�\r\n Timely Submission:�All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. �Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing�DAS.SHRM@ct.gov.�\r\n Salary Calculations: 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.�\r\n\r\n\r\n Note: The�only way�to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.\r\n\r\nAFTER YOU APPLY:�\r\n\r\n Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your�Personal Status Board�regularly.\r\n For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”\r\n Referral Questions:�This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).� �\r\n\r\n\r\n Prepare For An Interview:�Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful�Interview Preparation Guide�to make the best impression!�\r\n Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.��\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.��\r\n Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at�www.ct.gov/ethics.\r\n\r\n\r\n This employer may participate in E‑Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.\r\n\r\nQUESTIONS? WE’RE HERE TO HELP:�\r\nDue to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Nicole Frascatore at�Nicole.Frascatore@ct.gov.\r\nJoin the State of Connecticut and take your next career step with confidence!\r\n\r\n\r\n\r\n

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.\r\n

EXAMPLES OF DUTIES

\r\n\r\n\r\n Performs paraprofessional level work in fiscal and administrative activities;�\r\n Independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts;�\r\n Independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities;�\r\n Prepares simple financial statements and assists in preparation of complex financial statements;�\r\n Calculates rates involving complex arithmetical formulas;�\r\n Gathers and consolidates payroll and expenditure data for budget preparation;�\r\n Ensures that expenditures plus encumbrances are within appropriation limits;�\r\n Reviews routine expenditures for compliance with itemized budgets;�\r\n Utilizes EDP systems for financial records and reports;�\r\n Independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals;�\r\n Independently prepares renewal or new contracts based on awards;�\r\n Ensures that routine payments are in compliance with contract provisions;�\r\n Performs related duties as required.\r\n\r\n\r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n\r\n Knowledge of\r\n \r\n bookkeeping, financial record keeping and basic governmental accounting principles and practices;�\r\n basic procedures of budget preparation and control;�\r\n payroll procedures, purchasing procedures and contract preparation;�\r\n \r\n \r\n Skills\r\n \r\n interpersonal skills;�\r\n oral and written communication skills;�\r\n \r\n \r\n Considerable ability in arithmetic computations;�\r\n Ability to\r\n \r\n audit financial documents;�\r\n understand and apply statutes and regulations;�\r\n utilize EDP systems for financial management.\r\n \r\n \r\n\r\n\r\n\r\n

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.\r\nNOTE: 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\r\n

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

\r\n\r\n 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.\r\n One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.\r\n\r\n\r\n

PREFERRED QUALIFICATIONS

\r\n\r\n Experience using Peoplesoft Core-CT or other computerized purchasing and inventory management systems.\r\n Experience procuring inventoried commodities and items.\r\n Experience working both independently and as part of a team in an environment with shifting priorities.�\r\n Customer service experience including communicating and corresponding with internal and external customers.\r\n Experience with Microsoft Office Suite; Teams, Outlook, Excel, and Word.\r\n Experience prioritizing work assignments.\r\n Experience identifying issues and applying effective problem-solving skills.\r\n\r\n\r\n

SPECIAL REQUIREMENTS

Incumbents may be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n

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.\r\n