Fiscal/Administrative Assistant

State of Connecticut•Hartford, CT

8d•Hybrid

About The Position

The State of Connecticut, Department of Revenue Services (DRS) is seeking to fill one (1) Fiscal/Administrative Assistant position in the Business Office of the Fiscal/Administrative Division. The Business Office is responsible for maintaining compliance with current state statutes regarding the timely payments and purchases for the agency. This hybrid position is full-time on first shift, 40 hours per week, Monday through Friday and based out of our Hartford office. Work schedules will be determined by supervisors based on operational need. As a Fiscal/Administrative Assistant in the Business Office some of your responsibilities will include but are not limited to: Assist with asset management, including scanning, tracking, and maintaining inventory records; Process vouchers and mileage reimbursement requests in accordance with state policies and procedures; Assist the payroll unit during high-volume processing periods and providing coverage during extended employee absences to ensure continuity of payroll operations; Process employee and visitor parking validations; Perform a variety of fiscal and administrative duties in support of the Business Office; Other duties as required. Important note If you are a recommended candidate for a position with DRS, there are some things you need to know prior to being able to be formally offered a position with the Department: 1. ALL employees of the Department of Revenue Services are prohibited from engaging in the following: Preparation of tax returns in exchange for financial compensation. Work at a tax preparation service (either as an employee, contractor, subcontractor, self-employed individual, or other designation). Work at an accounting firm or similar type of business with responsibility for the preparation of tax returns (either as an employee, contractor, subcontractor, self-employed individual, or other designation). If you currently work in or perform any of the above, you will be required to cease those activities prior to your first day with the Department of Revenue Services should an official offer of employment be made to you. 2. Other outside employment activities are not necessarily prohibited, however, if you are currently employed by, or have ownership in a business and intend to continue your employment/involvement with this outside business, you are required, prior to an official offer of employment, to disclose the nature of this outside employment including the name of the business, your role, your schedule, and whether you participate in or are responsible for the preparation of any financial or tax-related documentation on behalf of that outside business entity. About Us The mission of the Department of Revenue Services is to instill public confidence in the integrity and fairness of tax collection; achieve the highest level of voluntary taxpayer compliance; continuously improve agency performance; contribute to the fiscal and economic well-being of the state; and provide a positive and professional workplace.

Requirements

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

Nice To Haves

Experience performing fiscal and administrative support functions in a business office environment
Experience processing vouchers, invoices, or other fiscal transactions in accordance with state policies and procedures
Experience with asset management, inventory control, records management, or document scanning
Experience working with Microsoft Office suite, including considerable proficiency in excel and word

Responsibilities

Assist with asset management, including scanning, tracking, and maintaining inventory records
Process vouchers and mileage reimbursement requests in accordance with state policies and procedures
Assist the payroll unit during high-volume processing periods and providing coverage during extended employee absences to ensure continuity of payroll operations
Process employee and visitor parking validations
Perform a variety of fiscal and administrative duties in support of the Business Office
Other duties as required
Performs paraprofessional level work in fiscal and administrative activities
Independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts
Independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities
Prepares simple financial statements and assists in preparation of complex financial statements
Calculates rates involving complex arithmetical formulas
Gathers and consolidates payroll and expenditure data for budget preparation
Ensures that expenditures plus encumbrances are within appropriation limits
Reviews routine expenditures for compliance with itemized budgets
Utilizes EDP systems for financial records and reports
Independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals
Independently prepares renewal or new contracts based on awards
Ensures that routine payments are in compliance with contract provisions