Fiscal/Administrative Assistant

State of Connecticut•Middletown, CT

4d•Onsite

About The Position

The Connecticut Department of Mental Health and Addiction Services (DMHAS) is seeking a Fiscal Administrative Assistant for its Office of the Commissioner, Fiscal Services Bureau, located at Haviland Hall on the Connecticut Valley Hospital campus in Middletown. This role performs paraprofessional fiscal and administrative work and complex clerical work. The position focuses on processing travel authorizations and payroll reimbursements for DMHAS employees, with additional support for annual purchase orders for services when travel-reimbursement duties allow. The schedule is full-time, 40 hours per week, first shift, Monday through Friday, 8:00 a.m. to 4:30 p.m. DMHAS promotes the health and wellness of people with behavioral health needs through an integrated network of services and supports that foster dignity, respect, and self-sufficiency. The position supports the agency’s fiscal operations and works with DMHAS staff and the Office of the Comptroller’s Travel Reimbursement staff. A comprehensive medical examination, including drug screening, is required after a conditional offer of employment.

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 for 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.
A high school diploma or GED may be required by the time of permanent appointment.

Nice To Haves

Experience reviewing and processing travel authorizations, reimbursement requests, purchase orders, invoices, or accounts payable transactions with a high level of accuracy.
Experience identifying incomplete or incorrect information and obtaining required corrections.
Experience using financial management systems, HR/payroll platforms, or travel reimbursement systems.
Experience interpreting and applying procedural guidelines, union rules, and agency policies accurately.
Experience communicating professionally with staff and external partners, providing clear guidance on policies and procedures, and resolving discrepancies or documentation issues.
Experience organizing and prioritizing work in a fast-paced environment, balancing competing deadlines, and supporting multiple administrative workflows.
Attention to detail and effective interpersonal interaction.

Responsibilities

Review travel authorization forms and supporting documentation for professional and educational conferences and seminars; correct errors as necessary and ensure forms are properly completed, signed, and supported by required documentation.
Process payroll reimbursements against travel authorizations for DMHAS employees; review and correct reimbursement forms as needed, verify they match approved authorizations, confirm receipts for approved costs are included, and ensure compliance with DMHAS and state reimbursement rules.
Respond to DMHAS staff questions about travel reimbursement policies and procedures.
Work with the Office of the Comptroller’s Travel Reimbursement staff to ensure union-paid travel authorizations and reimbursement paperwork are completed appropriately and reimbursements are made as timely as possible.
Assist the DMHAS team with payments related to annual purchase orders for services when travel reimbursement duties allow.
Perform fiscal and administrative activities, including bookkeeping and basic accounting, maintaining and reconciling accounts, and handling accounts receivable or payable processes.
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 and prepare or process purchase orders, requisitions, contracts, and related payments as assigned.
Perform related duties as required.