Fiscal/Administrative Assistant (Hybrid)

Introduction

\r\n\r\n\r\n\r\n\r\n\r\n\r\nThe State of Connecticut, Department of Aging and Disability Services (ADS), is seeking qualified individuals to join our team as a Fiscal/Administrative Assistant within our Bureau of Organizational Support. Discover an exciting opportunity to deliver a wide range of fiscal services for our Department. Explore further details about these rewarding positions below!�\r\n\r\n\r\n\r\n\r\nPOSITION HIGHLIGHTS:\r\n\r\n\r\n Schedule: Full-time, Monday - Friday, 40 hours/week\r\n Shift: First Shift, 8:00am to 4:30pm\r\n Reporting Location: 55 Farmington Ave, Hartford, CT\r\n\r\nOnce training is successfully completed, a hybrid schedule (combination of in-office and telework) will be available based on business needs, in accordance with the Telework Policy.\r\n\r\n\r\n\r\n\r\nWHAT WE OFFER:\r\nAs a State of Connecticut employee, we offer the same competitive benefits which you are accustomed.\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\n WHAT YOU'LL BE DOING:\r\n \r\n \r\n \r\n \r\n \r\n \r\n Managing daily deposits and accounts receivables\r\n Assisting Fiscal Administrative Officers and Associate Accountants with purchasing, physical inventory, telecommunication system administration, and contracts administration\r\n Assisting with Auditing payroll, benefits, and attendance records. Including Calculating payouts, retroactive payments, and other adjustments\r\n Communicating with internal and external customers, sister agencies, and vendors on invoicing and purchasing issues\r\n Supporting storeroom clerk and storeroom\r\n Running canned reports and public queries in CORE CT\r\n Working independently, adapting to shifting priorities, and solving problems in a fast-paced environment\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n MORE ABOUT THE AGENCY AND BUREAU:\r\n \r\n The Mission of the Department of Aging and Disability Services (ADS) is to maximize opportunities for the independence and well-being of people with disabilities and older adults in Connecticut. Our programs, policies and practices are designed to:\r\n \r\n \r\n \r\n \r\n Deliver aging and disability services responsive to the needs of Connecticut citizens\r\n Provide leadership on aging and disability issues statewide\r\n Provide and coordinate aging and disability programs and services in the areas of employment, education, independent living, accessibility and advocacy\r\n Advocate for the rights of Connecticut residents with disabilities and older adults\r\n Serve as a resource on aging and disability issues at the state level\r\n \r\n \r\n \r\n \r\n Start with us. Stay with us. Grow with us.\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n

Selection Plan

FOR 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 Joseph K. Fried at Joseph.Fried@ct.gov.�\r\nJoin the State of Connecticut and take your next career step with confidence!\r\nJoin the State of Connecticut and take your next career step with confidence!\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 with accounting and accounts payable\r\n Experience using Microsoft Office applications, including Teams, Outlook, Word, and Excel in a fiscal environment.\r\n Experience using financial modules and reports in Core CT\r\n Experience preparing or reviewing documents for accuracy\r\n Experience prioritizing and managing multiple deadlines;\r\n Experience communicating with internal and external stakeholders\r\n Experience with payroll and purchasing\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