Fiscal/Administrative Assistant

Introduction

\r\n\r\n\r\n\r\nAre you seeking career growth within the State of Connecticut? If so, consider this new and exciting opportunity!\r\n\r\n\r\nThe State of Connecticut, Department of Energy & Environmental Protection (DEEP) is seeking an enthusiastic, detail-oriented, experienced candidate for the role of Fiscal/Administrative Assistant within the Asset Management unit of the Bureau of Central Services, Financial Management Division.\r\n\r\n\r\n\r\n\r\nWHAT WE CAN OFFER YOU:\r\n\r\n\r\n Visit our State Employee Benefits Overview page!\r\n Professional growth and development opportunities\r\n A healthy work/life balance to all employees\r\n The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.\r\n\r\nTHE ROLE:\r\n\r\n\r\n This is a full-time, 40 hour per week position. Schedule is Monday-Friday on first shift, with hybrid work opportunities available.\r\n Support agency-wide operations and strengthening the administrative infrastructure that enables DEEP programs to serve communities throughout Connecticut;\r\n Apply your fiscal, administrative, and systems experience to improve business processes, support agency operations;\r\n Assist with the coordination, tracking, and accountability of agency resources and services;\r\n Maintain accurate records and documentation while applying state policies, procedures, and system requirements;\r\n Perform other related duties as assigned.\r\n\r\nJOB 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 Reviews routine expenditures for compliance with itemized budgets;\r\n Utilizes EDP systems for financial records and reports;\r\n Analyzes purchase requests for asset coding accuracy in addition to assessing and improving the Agency’s overall asset management system;\r\n Performs related duties as required.\r\n\r\n\r\nABOUT US\r\nThe State of Connecticut, Department of Energy and Environmental Protection (DEEP) is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making cheaper, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut’s economy and creating jobs – and to fostering a sustainable and prosperous economic future for the state.\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\nFor an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!\r\n\r\n\r\n\r\n \r\n \r\n \t\t\t\t\t\t\r\n �\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.\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 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 \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 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 This employer may participate in E-Verify and will provide the federal government with your Form I9 information to confirm work authorization.�\r\n \r\n QUESTIONS? WE’RE HERE TO HELP:�\r\n Due 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 Rachel Allsop at rachel.allsop@ct.gov.\r\n Join 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 Experience using Microsoft Office, including Excel, Word, Outlook and Teams;\r\n Experience writing documents through course work, work experience, or internships;\r\n Experience utilizing Enterprise Resource Planning (ERP) or General Ledger Accounting software systems;\r\n Experience communicating with vendors, co-workers, management and third parties in writing, over the phone, and in person;\r\n Experience managing projects with competing deadlines.\r\n Experience conducting an annual inventory.\r\n Experience managing projects with competing deadlines.\r\n Experience extracting, manipulating, organizing, and analyzing financial data from accounting systems through course work, work experience, or internships.\r\n\r\n

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.\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