Fiscal/Administrative Assistant

State of Connecticut•Hartford, CT

18h•Hybrid

About The Position

The Connecticut Department of Public Health is seeking a Fiscal/Administrative Assistant to perform a combination of basic paraprofessional work and complex clerical work in fiscal and administrative functions. The role supports the department’s mission to protect and improve the health and safety of Connecticut residents. The position is based in Hartford, Connecticut, in a hybrid work environment, and is full-time, first shift, 40 hours per week, Monday through Friday. The work includes billing and invoicing, payment processing, aging analysis and reporting, journalizing deposits in Core, running collections and dunning reports, and account reconciliation. The position also carries out bookkeeping and basic accounting activities; maintains, balances, and reconciles accounts; handles accounts receivable or accounts payable processes; prepares financial statements; supports budget preparation and expenditure monitoring; uses electronic data processing systems for financial records and reports; and may perform purchasing and contract-related functions. The role is part of a collaborative team and is suited to someone who can manage multiple priorities in a fast-paced environment and is eager to learn and grow. The State of Connecticut offers professional growth and development opportunities and promotes work-life balance.

Requirements

Four years of experience in complex clerical work in one or more fiscal or administrative functions, such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing. College training may substitute for general experience at 15 semester hours per half year, up to a maximum of two years; one year as a Pre-Professional Trainee in fiscal/administrative work may also substitute.
Knowledge of bookkeeping, financial record keeping, and basic governmental accounting principles and practices.
Knowledge of basic budget preparation and control procedures, payroll procedures, purchasing procedures, and contract preparation.
Interpersonal skills and oral and written communication skills.
Considerable ability in arithmetic computations.
Ability to audit financial documents, understand and apply statutes and regulations, and use electronic data processing systems for financial management.
A high school diploma or GED may be required by the time of permanent appointment.

Nice To Haves

Experience maintaining, balancing, and reconciling financial records, including processing journal entries.
Experience with accounts receivable and accounts payable in a financial system.
Experience working independently, demonstrating problem-solving skills, and adapting to changing work environments, priorities, and deadlines.
Experience with basic generally accepted accounting practices and principles.
Experience communicating with various stakeholders.
Experience with Microsoft Word, Excel, Outlook, Teams, and OneDrive.

Responsibilities

Generate bills and invoices.
Process payments.
Conduct aging analysis and prepare reports.
Journalize deposits in Core.
Run collections and dunning reports.
Reconcile accounts.
Perform bookkeeping and basic accounting activities, including maintaining, balancing, and reconciling related accounts.
Manage an accounts receivable or accounts payable process, including complex procedures and activities.
Prepare simple financial statements and assist with complex financial statements.
Calculate rates using complex arithmetical formulas.
Gather and consolidate payroll and expenditure data for budget preparation.
Ensure expenditures and encumbrances remain within appropriation limits.
Review routine expenditures for compliance with itemized budgets.
Use electronic data processing systems for financial records and reports.
Perform purchasing functions, including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals.
Prepare new or renewal contracts based on awards.
Ensure routine payments comply with contract provisions.
Perform related duties as required.