Fiscal/Administrative Supervisor

State of Connecticut•Middletown, CT

3d•Hybrid

About The Position

The State of Connecticut Department of Emergency Services & Public Protection (DESPP) is recruiting for a Fiscal/Administrative Supervisor. This position is located at 1111 Country Club Road in Middletown, CT. DESPP is enhancing its fiscal services operations, and we are looking for a motivated professional to help lead this effort. We are seeking a Fiscal/Administrative Supervisor (FAS) to support the management, improvement, and daily operations of the Business Office. This role will supervise a team of two Fiscal/Administrative Officers and one Fiscal/Administrative Assistant and provide support to Asset Management. This is a hands-on leadership position suited for someone who takes initiative and thrives in a fast-paced environment. The FAS will be at the center of the agency’s daily purchasing and accounts payable activities, and will lead a team responsible for procurement processing, accounts payable management, and P-card administration. This FAS position reports to the Business Office Fiscal/Administrative Manager and interacts directly with agency leadership, including the Assistant Chief of Fiscal/Administrative Services. As the FAS you will establish work standards and work collaboratively alongside your staff, leading a team that ensures the agency’s purchasing and payment processes are accurate, compliant, and timely. Responsibilities include, but are not limited to overseeing requisitions, purchase orders, invoice processing, and P-Card oversight, while also developing your team, identifying process gaps, and establishing sustainable systems and practices.

Requirements

Eight (8) years of experience in a combination of fiscal/administrative functions (e.g., accounting, payroll, purchasing) at least one (1) of which must be an accounting, budgeting, or payroll function.
Two (2) years of the General Experience must have been at the professional working level of Fiscal/Administrative Officer, Accountant, or Payroll Officer 2.
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 four (4) years for a Bachelor's degree.
A Master's degree in public administration, business administration or accounting may be substituted for one (1) additional year of the General Experience.
For state employees experience at the level of a Purchasing Services Officer 1 or 2 substitutes for the General and Special Experience on a year for year basis.

Nice To Haves

Experience with the State of Connecticut procurement statutory requirements, regulations, guidelines, and contract execution.
Experience supervising Fiscal administrative staff.
Experience utilizing Core-CT Financial modules, including requisitions, purchasing, accounts payable, and Enterprise Performance Management (EPM) queries, and navigating the State Analytical Reporting System (STARS).
Experience with Microsoft Excel, including crafting formulas, pivot tables, and linking spreadsheets.
Experience developing or supporting internal, customer-focused operational functions, including advocating for resources to support the agency.

Responsibilities

Supervises maintenance of accounts
Supervises preparation of financial statements and reports and budget requests in financial planning and oversight of payroll
Reviews and authorizes expenditures
Schedules, assigns, oversees and reviews work of staff
Provides staff training and assistance
Conducts performance evaluations
Determines priorities and plans work
Establishes and maintains procedures
Develops or makes recommendations on development of policies and standards
Acts as liaison with other operating units, agencies and outside officials regarding policies and procedures
Prepares reports and correspondence
Oversees planning and implementation of financial aspects of EDP systems
Utilizes EDP systems for financial records, reports, and analyses
Assists in analyzing impact of proposed regulations and legislation on agency fiscal/administrative programs and functions
Supervises grant and contract administration, including fiscal record keeping and reporting and preparation of new contracts and grant applications
Supervises requisitioning, stores and inventory control
Supervises purchasing functions
In addition to supervising fiscal/administrative functions, may supervise support services such as stores, inventory, facilities/equipment maintenance, mailroom, food services, facilities/equipment security
May supervise payroll preparation
Performs related duties as required
Performs specialized duties in a particular area of commodities or services
Responsible for open-market and scheduled term buying for a specialized group of items
Researches and analyzes data on market, price trends and supply for a specialized group of items
Reviews specifications for suitability, completeness and consistency
Prepares or edits specifications
Oversees preparation of bid proposals
Reviews competitive bids and recommends contract awards
Prepares contracts
Obtains new sources of supply
Inspects or arranges tests on samples and delivered materials for conformance with specifications
Studies new materials which may be used to state advantage as substitutes for materials in use
Under supervision coordinates bids and contracts for legislatively mandated set-aside programs for a specialized group of items in order to comply with state law and designated bureau goals for such programs
Performs "make-buy" studies