Fiscal/Administrative Assistant

State of Connecticut • Hartford, CT

3d • Onsite

About The Position

The State of Connecticut, Secretary of State (SOTS) is recruiting for a Fiscal/Administrative Assistant. The ideal candidate for this position thrives in a collaborative environment and is committed to delivering exceptional administrative and fiscal support in service of the agency's mission. This is a Full-Time position, 40 hours per week, Monday through Friday, located in Hartford, CT. The primary functions of this position include performing a variety of fiscal and administrative duties, such as coordinating asset processing, tagging, surplus and disposal activities, and year-end inventory; maintaining and reconciling financial records; supporting accounts payable processes; assisting with purchasing and contract administration; reviewing expenditures for budget compliance; and utilizing electronic financial systems to prepare reports and maintain accurate records. The Office of the Secretary of the State is designated by the Constitution and General Statutes of Connecticut as the official keeper of a wide array of public records and documents, responding to over 600,000 requests for information annually.

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 leading or supervising support services staff in areas such as stores, inventory or mailroom operations
• Experience monitoring expenditures against an approved budget and reviewing invoices or requisitions for accuracy and compliance
• Proficiency with Microsoft Excel for tracking, reconciling, and reporting fiscal or inventory data
• Experience maintaining fixed asset and accountable item records in CORE-CT, including annual physical inventory

Responsibilities

• Performing a variety of fiscal and administrative duties, including coordinating asset processing, tagging, surplus and disposal activities, and year-end inventory
• Maintaining and reconciling financial records
• Supporting accounts payable processes
• Assisting with purchasing and contract administration
• Reviewing expenditures for budget compliance
• Utilizing electronic financial systems to prepare reports and maintain accurate records
• 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
• Performs related duties as required

Benefits

• Professional growth and development opportunities
• A healthy work/life balance

What This Job Offers

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