Fiscal/Administrative Assistant Hybrid Recruitment # 250123-1317AR-001 Location Hartford, CT Date Opened 2/11/2025 12:00:00 AM Salary $65,979 - $83,953/year (*New State employees start at minimum) Job Type Open to the Public Close Date 2/20/2025 11:59:00 PM Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits) + + + + Introduction Do you want to utilize your skills and make a difference? Are you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity! The S tate of Connecticut (https://portal.ct.gov/) , Department of Public Health ( DPH (https://portal.ct.gov/DPH) ) is seeking a qualified individual to join our team as a Fiscal Administrative Assistant (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=1317AR&R1=&R3=) in the Fiscal Services Section. Highlights: + LOCATION : Hartford, CT + SCHEDULE : Monday - Friday + WORK HOURS : Full-Time, First Shift, 40 hours per week What We Can Offer You: + Visit our new State Employee Benefits Overview page! + Professional growth and development opportunitie s. + A healthy work/life balance to all employees. + Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers. You Will Discover The Opportunity To: + Engage in a rewarding career; + Showcase your talents in a meaningful role; + Thrive in an exciting environment; + Provide support to a division that is passionate about the work we do; + Work together in a collaborative team environment. The Role: Job duties include, but are not limited to: + Assist with daily deposit process serving as an alternate to ensure proper segregation of duties, receiving deposits as well as post daily deposits in Core-CT. + Prepare, organize, and mail out of monthly Lab invoices to Hospitals and other entities for which testing services were provided including updating records of monthly invoices billed for reporting. + Track and follow up actions taken by Program staff and ensure timely updates on status of returned checks. + Maintain records of communications and actions related to Bad/Returned Check and advise on collection or write off status. + Assist with the preparation of the federal cash draw requests including sorting of invoices into applicable federal sponsors, accurately update tracking log, ready invoices for quality assurance review and performance of draw down from federal systems. + Assist with processing petty cash requests for cash advances, employee reimbursements and monthly reconciliation of cash on hand. + Assist with the processing of refund of receipts (OSCIR) including setting up vendor profile, updating tracking worksheet, preparing CO-17, scanning and preparing package for processing and processing payment. About Us: The Mission of the Department of Public Health (https://portal.ct.gov/DPH/Communications/About-Us/About-Us) (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state. DPH accomplishes this through the implementation of its Strategic Plan (https://portal.ct.gov/-/media/Departments-and-Agencies/DPH/State-Health-Planning/Strategic-Planning/CTDPH2019Strategic-Plan-final.pdf) which outlines the actions that DPH is taking to accomplish its Mission. Start With Us. Stay With Us. Grow With Us. Selection Plan FOR ASSISTANCE IN APPLYING: Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library (https://portal.ct.gov/das/home/services-for-state-employees/statewide-human-resources/applicant-reference-library?language=en\_US) for additional support throughout the recruitment process. BEFORE YOU APPLY: + Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. + Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below. + Resume Policy: Per Public Act 21-69 (https://www.cga.ct.gov/2021/act/pa/pdf/2021PA-00069-R00SB-00056-PA.pdf) , resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency. + Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. + Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov. + Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other. + Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting. AFTER YOU APPLY: + Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). + Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! + Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks. + The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. + Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics. QUESTIONS? WE’RE HERE TO HELP: Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Julie Barker at Julie.Barker@ct.gov . Join the State of Connecticut and take your next career step with confidence! PURPOSE OF JOB CLASS (NATURE OF WORK) In a state agency, facility or institution this class is accountable for performing a combination of basic paraprofessional work, and highly complex clerical work in fiscal and administrative functions. EXAMPLES OF DUTIES + 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. KNOWLEDGE, SKILL AND ABILITY + Knowledge of + bookkeeping, financial record keeping and basic governmental accounting principles and practices; + basic procedures of budget preparation and control; + payroll procedures, purchasing procedures and contract preparation; + Skills + interpersonal skills; + oral and written communication skills; + Considerable ability in arithmetic computations; + Ability to + audit financial documents; + understand and apply statutes and regulations; + utilize EDP systems for financial management. MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE 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. NOTE: 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. Descriptions of these fiscal/administrative functions are attached MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED + 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 two (2) years. + One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience. PREFERRED QUALIFICATIONS + Experience with account receivables operations. + Experience with Peoplesoft database systems or similar software. + Experience with Microsoft Office Applications such as MS Excel, Word, PowerPoint. (Excel is a Must.) + Experience interpreting state and federal regulations and statutes, policies and procedures. + Experience with revenue and cash accounting. SPECIAL REQUIREMENTS Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment. Conclusion AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities. ACKNOWLEDGEMENT As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility. Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online