Fiscal/Administrative Assistant

State of Connecticut • Hartford, CT

2d • Hybrid

About The Position

The State of Connecticut Department of Aging and Disability Services (ADS) is hiring a Fiscal/Administrative Assistant in its Bureau of Organizational Support. The role performs a combination of basic paraprofessional work and complex clerical work in fiscal and administrative functions, providing fiscal services to the department. Duties include managing daily deposits and accounts receivable; supporting purchasing, inventory, telecommunications, contracts, payroll, benefits, and attendance activities; communicating about invoicing and purchasing; supporting storeroom operations; and running reports and queries in CORE-CT.

The position is full-time, Monday through Friday, 40 hours per week, on the first shift from 8:00 a.m. to 4:30 p.m. The reporting location is 55 Farmington Avenue, Hartford, Connecticut. After successful completion of training, a hybrid schedule combining in-office work and telework may be available based on business needs and the applicable Telework Policy.

The job class also encompasses bookkeeping and basic accounting, maintaining and reconciling accounts, accounts receivable or payable processes, preparing financial statements, payroll and expenditure data gathering, budget control, purchasing and purchase-order processing, and contract preparation and payment compliance. The department's mission is to maximize opportunities for the independence and well-being of people with disabilities and older adults in Connecticut.

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 of experience, up to a maximum of two years.
• One year as a Pre-Professional Trainee in fiscal/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.
• A high school diploma or GED may be required by the time of permanent appointment.

Nice To Haves

• Experience with accounting and accounts payable.
• Experience using Microsoft Office applications, including Teams, Outlook, Word, and Excel, in a fiscal environment.
• Experience using financial modules and reports in CORE-CT.
• Experience preparing or reviewing documents for accuracy.
• Experience prioritizing and managing multiple deadlines.
• Experience communicating with internal and external stakeholders.
• Experience with payroll and purchasing.

Responsibilities

• Manage daily deposits and accounts receivable.
• Assist Fiscal Administrative Officers and Associate Accountants with purchasing, physical inventory, telecommunications system administration, and contracts administration.
• Audit payroll, benefits, and attendance records, including calculating payouts, retroactive payments, and other adjustments.
• Communicate with internal and external customers, sister agencies, and vendors about invoicing and purchasing issues.
• Support the storeroom clerk and storeroom operations.
• Run canned reports and public queries in CORE-CT.
• Perform bookkeeping and basic accounting, including maintaining, balancing, and reconciling accounts.
• Handle accounts receivable or accounts payable processes and related procedures.
• Prepare simple financial statements and assist with complex financial statements.
• Gather and consolidate payroll and expenditure data for budget preparation; monitor expenditures and encumbrances against appropriation limits and review routine expenditures for budget compliance.
• Perform purchasing functions, including processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals.
• Prepare new or renewal contracts and ensure routine payments comply with contract provisions.
• Work independently, adapt to shifting priorities, and solve problems in a fast-paced environment.
• Perform related fiscal and administrative duties as required.

Benefits

• Professional growth and development opportunities.
• Healthy work/life balance.
• State employee benefits; the posting directs candidates to the State Employee Benefits Overview page but does not enumerate specific benefits.

What This Job Offers

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