Fiscal/Administrative Supervisor(Hybrid)

Introduction

Are you looking to join a dynamic team working in a fast-paced law enforcement environment? 

If so, take a look at this great opportunity with the State of Connecticut!

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) is recruiting for a Fiscal/Administrative Supervisor to work within the Fiscal Services Unit located in Middletown, CT.

WHAT WE CAN OFFER YOU

• The chance to work for a Forbes top company: 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;
• Generous paid time off (vacation, sick and personal) plus 13 paid holidays;
• A Platinum Healthcare Plan, the nation’s best for state employees and dependents, according to a report by Georgetown’s Center on Health Insurance Reform and article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings;
• 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 here for more information.

In addition, the State puts an emphasis on:

• Providing limitless opportunities;
• Hiring for diversity and fresh perspectives;
• Performing meaningful work and;
• Encouraging a healthy work/life balance!

POSITION HIGHLIGHTS

• This position is full-time, following a first shift schedule, 40 hours per week, scheduled Monday - Friday, 8:00 AM - 4:30 PM with hybrid schedule flexibility  available upon completion of the working test period and applicable operational/telework guidelines.
• The Fiscal/Administrative Supervisor will be responsible for the supervision of the Accounts Payable, Purchasing and Asset Management Units.
• In this role you will coordinate daily workflow within the Business Unit alongside the Business Unit Manager, review requisitions to ensure full compliance with applicable C.G.S, DAS, federal and state procurement regulations and guidelines, and ensure timely approval of requisitions.
• In this position you will also supervise public surplus process for the agency, coordinate timely completion of the annual physical inventory with the asset management team, provide or recommend necessary training for staff in the Business Unit, and conduct performance evaluations.

ABOUT US

The State of Connecticut, Department of Emergency Services and Public Protection is committed to protecting and improving the quality of life for all by providing enforcement, regulatory and scientific services through prevention, education, and innovative technology.

The Department of Emergency Services and Public Protection is comprised of six divisions which include: CT State Police, Emergency Management & Homeland Security, Police Officers Standards & Training Council, Fire Prevention & Control, Scientific Services and Statewide Emergency Telecommunications.

For an inside look at what it is like to be an Employee for the State of Connecticut, watch the video below!

Selection Plan

Before you apply:

• In order to be considered for this job opening, 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, 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.
• For assistance in applying, please read or watch our Applicant Tips on How to Apply!

Important information for 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

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. Any pending disciplinary history within the past 2 years and review of attendance records are also considered in this selection process. 

Click here to complete the Criminal Convictions addendum (CT-HR-13). 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. 

• 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: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
• 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 branch to branch but it does not impact your state service credit.

Questions about this position should be directed to Alejandro G. Dávila-Hurtado at Alejandro.Davila-Hurtado@CT.Gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for supervising staff engaged in a variety of fiscal and administrative functions, with major emphasis on fiscal administration or payroll oversight.

EXAMPLES OF DUTIES

• 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.

KNOWLEDGE, SKILL AND ABILITY

• Considerable knowledge of
  • principles and practices of public administration with special reference to governmental budget management, governmental accounting, and payroll; 
  • relevant agency policies and procedures; 
  • relevant state and federal laws, statutes and regulations; 
• Knowledge of
  • grants and contracts preparation and administration; 
  • purchasing principles and procedures; 
  • types, characteristics and sources of supply and market factors of assigned commodities; 
  • business law as it applies to purchasing contracts and sales; 
  • 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

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. Descriptions of these fiscal/administrative functions are attached.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years 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 the professional training level and 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 or 2 substitutes for the General and Special Experience on a year for year basis.

PREFERRED QUALIFICATIONS

• Experience complying with state and federal procurement rules and regulations;
• Experience with procurement methods in government;
• Experience in CORE-CT purchasing or accounts payable or asset management modules;
• Experience supervising accounts payable or asset management or purchasing staff;
• Experience providing staff training in accounts payable or asset management or purchasing; and
• Experience interacting with CT state auditors and stakeholders.

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.