Fiscal/Administrative Assistant

State of Connecticut•Rocky Hill, CT

2d•Onsite

About The Position

The Connecticut Department of Transportation is hiring a Fiscal Administrative Assistant for the Inventory Procurement Unit within the Office of Inventory Management, Bureau of Finance & Administration. The role performs a combination of basic paraprofessional work and complex clerical work in fiscal and administrative functions, with a focus on purchasing inventoried commodities and managing purchase orders. The position is based at 660 Brook Street, Rocky Hill, and is an in-office role with possible situational telework. It is open to current State of Connecticut employees who meet the stated service and minimum qualification requirements. The position is full-time, 40 hours per week, on a first shift schedule of 7:30 a.m. to 4:00 p.m., Monday through Friday. The role may also involve related duties across Inventory Management Units as needed. The Department of Transportation employs approximately 3,300 individuals statewide across five bureaus. Its mission is to improve quality of life through transportation while maintaining mobility, supporting economic and community development, and preserving environmental and cultural resources. The department encourages applications from people with diverse backgrounds and life experiences.

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 one-half year of experience, up to a maximum of two years.
One year as a Pre-Professional Trainee in fiscal or administrative work may substitute for general experience.
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.
Incumbents may be required to possess a high school diploma or GED by the time of permanent appointment.
Applicants must be current State of Connecticut employees with at least six months of full-time or equivalent state service, subject to applicable collective bargaining language, and must meet the minimum qualifications by the job closing date.

Nice To Haves

Experience using PeopleSoft Core-CT or other computerized purchasing and inventory management systems.
Experience procuring inventoried commodities and items.
Experience working independently and as part of a team in an environment with shifting priorities.
Customer service experience communicating and corresponding with internal and external customers.
Experience with Microsoft Office Suite, including Teams, Outlook, Excel, and Word.
Experience prioritizing work assignments.
Experience identifying issues and applying effective problem-solving skills.

Responsibilities

Create e-Pro requisitions for inventoried commodities stocked at Materials Management stockrooms.
Research contracts and obtain formal written price quotes from vendors.
Enter requisition details, including descriptions, commodity numbers when applicable, unit prices, and quantities, and attach quotes and comments as needed.
Review all Materials Management open purchase orders monthly, ensure commodities are received in a timely manner, reduce commitment amounts when possible, and track purchase orders through completion and closure.
Liaise among Stores Operations, Accounts Payable, and vendors to resolve purchase order and change order issues, receiving matters, pricing, and contract discrepancies.
Research, review, and resolve billing issues; apply discounts to purchase orders or receipts in accordance with contract specifications and invoices.
Meet with contract vendors regarding vendor performance, contract language for commodity procurement, price changes, and new products.
Develop purchasing strategies to improve performance.
Track market trends and industry standards for stocked commodities.
Cross-train in the basic functions of Fuel Control, Inventory Procurement, and Materials Management units to provide assistance as needed.
Perform related duties as required.
Perform fiscal and administrative activities, including bookkeeping and basic accounting, maintaining and reconciling accounts, and accounts payable or receivable processes.
Prepare simple financial statements and assist with complex financial statements; calculate rates using complex arithmetic formulas.
Gather and consolidate payroll and expenditure data for budget preparation, monitor expenditures and encumbrances against appropriation limits, and 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, preparing requests for proposals, and preparing new or renewal contracts based on awards.
Ensure routine payments comply with contract provisions.