Fiscal/Administrative Assistant

State of Connecticut • Farmington, CT

16h • Onsite

About The Position

The State of Connecticut, Office of the Chief Medical Examiner (OCME) is a free-standing, modern facility located on the UCONN Health Center Campus in Farmington, CT. The office is a state-wide medical examiner system charged with the investigation of sudden and unexpected deaths that, by statute, fall under our jurisdiction. We are seeking one (1) full-time Fiscal/Administrative Assistant to work in our facility located at 11 Shuttle Rd. Farmington, CT 06032. This role involves performing paraprofessional work in fiscal and administrative activities, independently performing bookkeeping and basic accounting, and being responsible for billing and collection of revenue from medical records requests. The incumbent will also bill attorneys for consultations and testimony, coordinate change orders with purchasing, and communicate with vendors and internal/customer agencies.

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.
• 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.
• One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.
• 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

• Prior experience working in a medical/quasi medical facility setting.
• General experience with medical facility supplies, laboratory supplies, and ancillary medical/laboratory contracted service.
• Experience communicating with a variety of stakeholders.
• Prior work experience speaking with the public about emotional situations and challenging conversations.
• Work-related experience with vital records documents and electronic registry system (ex: death certificates, cremation certificates.

Responsibilities

• Perform paraprofessional work in fiscal and administrative activities
• Independently perform bookkeeping and basic accounting activities within the OCME
• Be responsible for the billing and collection of revenue from medical records requests by various stakeholders
• Bill attorneys for consultations and testimony on civil actions
• Coordinate change orders with purchasing
• Communicate with vendors on invoicing issues
• Communicate with internal and customer agencies
• Perform paraprofessional level work in fiscal and administrative activities
• Independently perform 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
• Prepare simple financial statements and assist in preparation of complex financial statements
• Calculate rates involving complex arithmetical formulas
• Gather and consolidate payroll and expenditure data for budget preparation
• Ensure that expenditures plus encumbrances are within appropriation limits
• Review routine expenditures for compliance with itemized budgets
• Utilize EDP systems for financial records and reports
• Independently perform purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals
• Independently prepare renewal or new contracts based on awards
• Ensure that routine payments are in compliance with contract provisions

Benefits

• State Employee Benefits Overview
• Professional growth and development opportunities
• Healthy work/life balance
• Dedicated employee parking

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED