Fiscal/Administrative Assistant

State of Connecticut • New Haven, CT

4d • Onsite

About The Position

The Connecticut Agricultural Experiment Station (CAES), a Connecticut state government agency focused on agricultural and related scientific research and public outreach, is hiring two Fiscal/Administrative Assistants for its Management and Support Services division at the New Haven Campus. The roles perform a combination of basic paraprofessional work and highly complex clerical work in fiscal and administrative functions. Employees work with a high degree of independence and accountability, applying established fiscal and administrative policies, procedures, statutes, and regulations. The position is full-time, 40 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m., on the first shift.

The role involves fiscal and administrative work such as accounting, accounts payable or receivable, budgeting, payroll, purchasing, and contract preparation. Candidates must meet the stated experience requirement, though qualifying college training or experience as a Pre-Professional Trainee may substitute for some or all of the general experience. Applicants must also meet the State of Connecticut employee eligibility condition described in the posting.

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 at 15 semester hours per half year of experience, up to two years; one year as a Pre-Professional Trainee in fiscal/administrative work may also substitute.
• 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 EDP systems for financial management.
• Applicants must be current State of Connecticut employees of the listed agency with at least six months of full-time or full-time-equivalent service, subject to applicable collective bargaining provisions, and must meet the minimum qualifications.
• Incumbents may be required to possess a high school diploma or GED by the time of permanent appointment.

Nice To Haves

• Experience applying contract or grant payments.
• Experience maintaining, balancing, and reconciling budgets.
• Experience performing budget projections, preparing and processing purchase orders, and authorizing invoices.
• Experience preparing state and federal grant awards compliance reports.
• Experience acting as a liaison to internal and external fiscal partners.

Responsibilities

• Perform paraprofessional work in fiscal and administrative activities.
• Maintain, balance, and reconcile an interrelated group of accounts.
• Manage an accounts receivable or accounts payable process involving varied and complex procedures.
• 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.
• Ensure expenditures and encumbrances remain within appropriation limits.
• Review routine expenditures for compliance with itemized budgets.
• Use electronic data processing (EDP) systems for financial records and reports.
• Perform purchasing functions, including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals.
• Prepare new or renewal contracts based on awards.
• Ensure routine payments comply with contract provisions.
• Perform related duties as required.

Benefits

• Professional growth and development opportunities.
• Work/life balance.
• Competitive benefits are referenced, with details available through the State Employee Benefits Overview page.

What This Job Offers

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