Fiscal/Administrative Assistant (Grants)

Introduction

The State of Connecticut Military Department (CTMD) is accepting applications for a Fiscal/Administrative Assistant (Grants) position at the Governor William A. O'Neill Armory, located in Hartford, CT.

WHAT WE CAN OFFER:

A chance to work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule

State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.  Click herefor more information

Industry leading health benefits, including medical and dental coverage

State Employee Retirment System (SERS) Tier IV (new hires after 7.17.17)

Voluntary Deferred Compensation 457 Plan through Empower (formerly Prudential)

Paid time off - including 13 holidays per calendar year

Dedicated employee parking

POSITION HIGHLIGHTS:

First-shift

40 hours per week

Monday through Friday, 8:00am - 4:30pm

ABOUT US:
We are a unique dual-status agency, having both federal and state missions.  The CTMD’S primary public responsibilities are:
(1) To support the CT National Guard enabling the National Guard to provide ready units for Federal or State requirements;

(2) To train, resource and coordinate state emergency response assets, and;

(3) To plan for and protect citizens and their property in times of war, terrorism, invasion, rebellion, riot or disaster.  

The Connecticut Military Department (CTMD) is dedicated to carrying out military operations with environmental responsibility.

FOR ASSISTANCE IN APPLYING:

Please visit our 'Applicant Tips on How to Apply' page.

Selection Plan

To Apply:

• In order to be considered for this job opening you must meet the Minimum Qualifications as listed on the job opening and you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the 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.
• In order to receive educational credits toward qualification for this job posting, 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 individual listed on this job posting. 
• 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.
• Please 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.
• 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.
• For current state employees, salary calculations are not necessarily comparable from three branches of state government (i.e., Executive, Legislative, Judicial) to the other.  

FOR ASSISTANCE IN APPLYING:

• Please read or watch our Applicant Tips on How to Apply!

Important Information After You Apply:

• 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.
• Read through this helpful link to prepare for your interview. 
• 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: a cover letter, resume, performance reviews, attendance records, supervisory references, 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 in the next twelve (12) months.
• 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 which is available at www.ct.gov/ethics.

Connect With Us:
Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Selestian Patterson, at mil.hr@ct.gov.

Follow the State of Connecticut on LinkedIn.

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 formatting, entering and retrieving data;
• Experience working with Microsoft, Outlook, Word, Excel, including pivot tables and graphs;
• Experience maintaining, balancing and reconciling accounts;
• Experience with Core-CT purchasing, accounts payable, billing and/or ledger;
• Experience working with cooperative agreements;
• Experience working in an environment that requires a high level of communication skills, and working well with others to obtain quality results;
• Experience working independently, with minimal supervision;
• Experience with Microsoft Teams for communication, training and coordination with team members;
• Experience collaborating closely with other units such as accounts payable and purchasing for inquiries regarding payments, correct data and documents;
• Experience working with Adobe Acrobat Pro and/or Adobe Sign.

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.