Fiscal/Administrative Officer

Overview

The State of Connecticut, Department of Transportation (DOT), is now accepting applications for the position of Fiscal Administrative Officer located in the Division of Inventory Management, Bureau of Finance & Administration.

What We Can Offer You

• Visit our new State Employee Benefits Overview page!
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.
• Join an award-winning agency! CTDOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Womens Transportation Seminar (WTS) CT Employer of the Year for 2024!

Position Highlights

• Full time, 40 hours per week
• Monday through Friday
• 7:30 A.M. to 4:00 P.M.
• Located at the Central Warehouse, 660 Brook Street, Rocky Hill, CT

The Role

• Oversees the centralized purchasing of over 3,000+ inventoried items procured through the Core-CT Financials System for twelve Materials Management stockrooms and one Central Warehouse, including:
• inventory-stock items on contract and loaded in Core-CT e-Procurement (e-Pro) module
• inventory-stock items not loaded in the Core-CT e-Pro module
• non-contract items, obtain written quotes from vendors and determine sources of supply
• scheduled term buying
• seasonal buying
• open-market purchases
• Creates e-Pro Requisitions for Central Warehouses commodities, manually entering catalog management numbers (CM#), quantity to purchase and comments, as needed
• Research contracts, obtain formal written price quotes from vendors, create e-Pro Requisitions, manually entering description, cm# if applicable, unit price, quantity and attaches quote and comments, as needed
• Performs a monthly review of all Materials Management open Purchase Orders (POs): ensures commodities are received in a timely manner, reduces commitment amounts when possible, and tracks all POs until they are completed and closed
• Acts as the liaison between Stores Operations, Accounts Payable, and Vendors to resolve purchase orders/change order issues, receiving, pricing and contract issues on purchase orders
• Researches, reviews, and resolves billing issues, applies discounts to purchase orders/receipts in accordance with contract specifications and invoicing
• Assists with the review and revisions of detailed bid specifications for DOT scheduled term buying contracts advertised and awarded through DAS Procurement Division
• Meets with contract vendors on issues involving vendor performance, contract language, price changes, and new products
• Sources new items and acquires new catalog management numbers as needed through the Core-CT Inventory Team and other DOT Units
• Develops purchasing strategies for improved performance
• Maintains current market trends and industry standards on stocked commodities

About Us

As one of Connecticuts largest State agencies, DOT employs approximately 3,300 individuals statewide in five bureaus. It is the DOT's mission to improve quality of life through transportation. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

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 by the closing date listed on the job posting.
• Resume Policy: Per Public Act 21-69, 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.
• Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one branch to another.
• Note: The only way to apply to this posting is via the official State of Connecticut Online Employment Center.

After You Apply

• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaires 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.
• 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

Questions? Were Here to Help

For assistance applying, check out Applicant Tips and the Applicant Reference Library. For recruitment updates, contact Anamaria Giangarra at

Purpose of Job Class

In a state agency, facility or institution this class is accountable for independently performing a full range of tasks in professional level fiscal and administrative functions.

Examples of Duties

• Performs a variety of professional fiscal and administrative functions;
• Assists head of fiscal/administrative operations, division head or agency head in budget preparation by compiling and consolidating data and projecting expenditures;
• Maintains budget control by reviewing and authorizing expenditures and monitoring expenditures against appropriations and allotments;
• Prepares budget reports;
• Prepares various financial statements and statistical or narrative fiscal/administrative reports;
• Assists in planning and implementation of financial aspects of EDP systems;
• Utilizes EDP systems for financial records, reports and analyses;
• Prepares or reviews grant budgets and other fiscal portions of grant applications;
• Provides technical assistance to grantees regarding accounting procedures;
• Reviews various contracts, financial documents and financial reports to ensure compliance with grant requirements;
• Exercises functional supervision over a variety of clerical fiscal/administrative activities such as maintenance of accounting records, payroll preparation, preparation and processing of purchase requisitions, grant and contract record keeping;
• Performs technical purchasing tasks such as soliciting bids and recommending contract awards;
• Assists in formulation of policies and procedures relating to area(s) of responsibility and implementation of such policies and procedures;
• Acts as liaison with agency central fiscal and administrative office(s) and/or central state agencies;
• May supervise support services such as stores, inventory, mailroom, security or maintenance;
• Performs related duties as required.

Knowledge, Skill and Ability

• Knowledge of
  
  • principles and practices of public administration with special reference to governmental budget management and governmental accounting;
  • grants and contracts preparation and administration;
  • purchasing principles and procedures;
  • payroll practices and procedures;
  
  
• Skills
  • interpersonal skills;
  • oral and written communication skills;
  
  
• Ability
  • prepare and analyze financial documents and reports;
  • interpret and apply statutes, regulations and administrative policies;
  • utilize EDP systems for financial management.
  
  

Minimum Qualifications

• General Experience: Six (6) years of experience in a combination of fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, payroll, purchasing) at least one of which must be an accounting or budgeting function.
• Special Experience: Two (2) years of the General Experience must have been at or above the paraprofessional level, requiring the exercise of some independent judgment in the application of basic principles and procedures in accounting, budgeting, purchasing or related fiscal administration functions.
• Note: Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is at the professional training level and above the paraprofessional level.

Substitutions

• College training may be substituted for the General Experience based on fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of four (4) years for a Bachelors degree.
• A Masters degree in public administration, business administration or accounting may be substituted for one (1) year of the Special Experience.
• For state employees two (2) years as a Fiscal/Administrative Assistant may be substituted for the General and Special Experience.
• For state employees two (2) years as a Purchasing Assistant may be substituted for the General and Special Experience.
• Successful completion of a Connecticut Careers Trainee program approved by the Department of Administrative Services may be substituted for the General Experience and Special Experience.

Preferred Qualifications

• Experience working with CORE-CT Financials modules or other related financial software
• Experience with procuring inventoried commodities/items for multiple locations
• Experience with Microsoft Office Suite, Teams, Outlook, Excel, and Word
• Experience with business communications, reports and data analysis
• Experience prioritizing work task, and meeting work deadlines

Affirmative Action / Equal Opportunity

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.

How to Apply

Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet.

Notes

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