Fiscal/Administrative Supervisor

Introduction

\r\n\r\nTHE POSITION\r\nThe State of Connecticut’s Office of Policy and Management (OPM) is currently seeking a qualified individual for the position of Fiscal/Administrative Supervisor in their Division of Administration (ADMIN), Business Operations Unit.�\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\r\n\r\nHIGHLIGHTS\r\nThis is a full-time position conveniently located in Hartford, CT, easily accessible to all major highways.�\r\n\r\n\r\n LOCATION: Office of Policy and Management\r\n ADDRESS: 450 Capitol Avenue, Hartford, CT\r\n WORK HOURS: Full-time, first shift, 40 hours per week\r\n SCHEDULE: Monday through Friday\r\n\r\n\r\nDISCOVER THE OPPORTUNITY TO\r\n\r\n\r\n Assist the Fiscal/Administrative Manager 2 in directing staff and overseeing a variety of fiscal, administrative, contracting and audit functions in the business office.\r\n Supervise, coordinate and oversee the preparation of bid proposals, contract drafting and contract award processes resulting in Personal Service Agreement (PSA) contracts.\r\n Review financial records, reports, and perform complex analyses.�\r\n\r\n\r\nABOUT US\r\nAt OPM we report directly to the Governor and provide information and analysis that the Governor uses to formulate public policy for the state. We also assist state agencies and municipalities in implementing the law and public policy on behalf of the people of Connecticut. We prepare the Governor’s budget proposals; implement and monitor the execution of the enacted budget; and oversee the executive branch agencies that report to the Governor.\r\n\r\n\r\nThe Division of Administration carries out the Secretary of OPM’s direction and manages the agency’s day to day administrative work.� The Business Operations Unit manages OPM’s budget and daily operations. This work includes but is not limited to the following: Purchasing and managing contracts; tracking and managing inventory; handling fleet, mail, and courier services; supporting employee travel; managing buildings and facilities; storing records and required documents; processing payments and tracking spending; maintaining financial accounts and reports; and reviews audits for OPM subgrants.\r\n\r\n\r\nLearn more about making an impaCT by serving the state of Connecticut by watching the video below:\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 Reference Library for additional support throughout the recruitment process.�\r\n\r\n\r\nBEFORE YOU APPLY:�\r\n\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 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\n\r\n\r\nAFTER YOU APPLY:�\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\r\n\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 opm.recruitment@ct.gov.\r\n

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for supervising staff engaged in a variety of fiscal and administrative functions, with major emphasis on fiscal administration or payroll oversight.�\r\n

EXAMPLES OF DUTIES

\r\n\r\n Assist the Fiscal/Administrative Manager 2 with the fiscal related duties of the business office;�\r\n Supervise, coordinate and oversees the preparation of bid proposals, contract drafting and contract awards;�\r\n Research master contracts and recommend purchasing agreements for agency purchasing;�\r\n Review purchasing quotes and prepare statement of work;\r\n Utilize Core-CT for financial records, reports, and complex analyses;�\r\n Act as liaison with other OPM divisions as far as contracting;�\r\n In consultation of the Fiscal/Administrative Manager 2, review business office policies and procedures and recommend updates and changes in accordance with legislation and/or Office of State Comptroller updated guidance or updated Department of Administrative Services policies and procedures;�\r\n Assist with review of agency policies and procedures;\r\n Supervise staff and assist the Fiscal/Administrative Manager 2 in areas such as Payroll, A/P, A/R, Asset Management, Purchasing, Grant Administration, etc. as required;�\r\n Lead the preparation of OPM’s annual indirect cost rate calculation for federal review;�\r\n Prepare reports and correspondence; and\r\n Perform related duties as required.\r\n\r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n\r\n Considerable knowledge of\r\n \r\n principles and practices of public administration with special reference to governmental budget management, governmental accounting, and payroll;�\r\n relevant agency policies and procedures;�\r\n relevant state and federal laws, statutes and regulations;�\r\n \r\n \r\n Knowledge of\r\n \r\n grants and contracts preparation and administration;�\r\n purchasing principles and procedures;�\r\n types, characteristics and sources of supply and market factors of assigned commodities;�\r\n business law as it applies to purchasing contracts and sales;�\r\n payroll practices and procedures;�\r\n \r\n \r\n Considerable\r\n \r\n interpersonal skills;�\r\n oral and written communication skills;�\r\n \r\n \r\n Considerable ability in preparation and analysis of financial and statistical reports;�\r\n Ability to\r\n \r\n understand and apply relevant state and federal laws, statutes and regulations;�\r\n utilize EDP systems for financial management;�\r\n \r\n \r\n Supervisory ability.\r\n\r\n\r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Eight (8) years of experience in a combination of fiscal/administrative functions (e.g., accounting, payroll, purchasing) at least one (1) of which must be an accounting, budgeting, or payroll function. Descriptions of these fiscal/administrative functions are attached.\r\n

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at the professional working level of Fiscal/Administrative Officer, Accountant, or Payroll Officer 2.\r\n\r\n\r\nNOTE: Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is the professional training level and below the professional working level.\r\n\r\n

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

\r\n\r\n\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 four (4) years for a Bachelor's degree.\r\n A Master's degree in public administration, business administration or accounting may be substituted for one (1) additional year of the General Experience.\r\n\r\n\r\n\r\n

PREFERRED QUALIFICATIONS

\r\n\r\n Experience utilizing Core-CT Financial Modules (Peoplesoft) or a similar financial management system as it relates to: utilizing Financial modules for procurement contracts, requisitions, purchasing, e-procurement, accounts payable, asset management, and Enterprise Performance Management (EPM) queries.\r\n Experience with Microsoft Excel including creating complex formulas, developing pivot tables, calculations, linking spreadsheets within a workbook, data manipulation, auto summing, etc.\r\n Experience drafting and reviewing Contracts such as: Memorandum of Understanding/Agreements (MOU’s and MOA’s), Personal Service Agreements (PSA's) and Grant Awards both as a Grantor or Grantee.�\r\n Experience supervising fiscal administrative staff and functions including but not limited to: Accounts Payable, Accounts Receivable, Billing, Purchasing or Asset Management functions.\r\n Experience preparing fund reconciliations, performing financial audits and projections.\r\n Experience in developing scopes of work and overseeing contract documentation processes with grantees, contractors, state agencies and external stakeholders.\r\n Experience with government procurement statutory requirements, regulations, guidelines, and contract execution.\r\n Experience in providing training and technical assistance to staff on both federal grants and state contracting processes.\r\n\r\n\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