Associate Fiscal/Administrative Officer

Introduction

We are actively looking for an Associate Fiscal/Administrative Officer to enhance our Budget Unit. The Budget Unit for the Agency works within the Fiscal Services Division under the direct supervision of the Chief Fiscal Officer and is responsible for advocating for the Agency's budgetary needs and is a thought partner with the six (6) major Agency Divisions in furthering advancements to the public safety and protection work that DESPP is charged with.      

Position highlights

This position is full-time (40 hours per week), Monday-Friday, located at DESPP Headquarters (1111 Country Club Road / Middletown). Schedules are flexible and hybrid, with the opportunity for situational and routine telework.

In this role, you will have the opportunity to:

• Perform the most complex fiscal and administrative tasks within a unit that clearly exceeds the norm and includes a concentration of highly advanced functions as defined by leadership; 
• Plan office workflow and determines priorities; 
• Schedule, assign, oversee and reviews work; 
• Establish and maintain office procedures; 
• Provide staff training and assistance; 
• Conduct or assist in conducting performance evaluations; 
• Act as liaison with other operating units, agencies and other officials regarding policies and procedures; 
• Prepare and analyze complex financial statements and reports and budget requests; 
• Project expenditures and assists in financial planning; 
• Maintain fiscal controls by authorizing non-routine expenditures; 
• More details can be found in the class specification.

About us

The Connecticut Department of Emergency Services and Public Protection is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.

Selection Plan

To apply

• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
• All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.

Important information after you apply

Candidates selected for an interview must provide the following at the time of interview:

State Employees

• Two (2) most recent performance evaluations;
• Completed CT-HR-13.

Additionally:

• Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Click here to complete the Criminal Convictions addendum. The CT-HR-13 can also be found on the DAS website by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field. Also considered in this selection process: Any pending or disciplinary history within the past 2 years and review of attendance records. Failure to provide the required documents listed above or submit your application accurately and on time, will eliminate you from the recruitment process.  
• This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
• Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
• Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the hiring agency.
• Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

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.

For technical questions about the filing of your application, please contact Benjamin Beaudry at Benjamin.Beaudry@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for performing the most complex fiscal tasks within a variety of fiscal and administrative functions or acting as a working supervisor over a variety of fiscal and administrative functions, including payroll oversight.

EXAMPLES OF DUTIES

• Performs the most complex fiscal and administrative tasks within a unit that clearly exceeds the norm and includes a concentration of highly advanced functions as defined by leadership; 
• Plans office workflow and determines priorities; 
• Schedules, assigns, oversees and reviews work; 
• Establishes and maintains office procedures; 
• Provides staff training and assistance; 
• Conducts or assists in conducting performance evaluations; 
• Acts as liaison with other operating units, agencies and other officials regarding policies and procedures; 
• Prepares and analyzes complex financial statements and reports and budget requests; 
• Projects expenditures and assists in financial planning; 
• Maintains fiscal controls by authorizing non-routine expenditures; 
• Manages various phases of budget process; 
• Makes recommendations on policies and standards; 
• Oversees maintenance of accounting records; 
• Utilizes EDP systems for financial records, reports, and analyses; 
• May oversee implementation and analysis of financial and administrative EDP applications; 
• May oversee grant and contract administration; 
• May oversee payroll; 
• May perform complex purchasing tasks such as preparing specifications, soliciting bids and recommending contract awards; 
• May oversee leasing functions including negotiating contracts and space requirements; 
• May supervise support services such as stores, inventory, security, mailroom, food service or maintenance; 
• May supervise payroll, purchasing and/or other fiscal and administrative functions; 
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Considerable knowledge of principles and practices of public administration with special reference to governmental budget management, governmental accounting, and payroll; 
• Knowledge of
  • grants and contracts preparation and administration; 
  • purchasing principles and procedures; 
  • payroll practices and procedures; 
• Considerable
  • interpersonal skills; 
  • oral and written communication skills; 
• Considerable ability in preparation and analysis of financial and statistical reports; 
• Ability to
  • understand and apply relevant state and federal laws, statutes and regulations; 
  • utilize EDP systems for financial management; 
• Supervisory ability.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Seven (7) years of experience in a combination of fiscal administrative functions (e.g., accounting, accounts examining, budget management, grants administration, payroll, purchasing) at least one of which must be an accounting, budgeting, or payroll function.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been at the professional working level of Fiscal/Administrative Officer, Accountant, or Payroll Officer 2.

NOTE: Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is at the professional training level and is below the professional working level.

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 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 substitutes for the General and Special Experience on a year for year basis.
  

PREFERRED QUALIFICATIONS

• Experience working in a state agency Budget Unit;
• Experience in the development of a Consolidated Financial Status Report (CFSR);
• Experience in the development of budget technical adjustments and expansion and reduction options;
• Experience in the submission of budget documents to the Office of Policy and Management.

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.