Connecticut
Fiscal/Administrative Assistant - #251029-1317AR-001
Connecticut, Newington, Connecticut, us, 06111
Overview
The State of Connecticut, Department of Transportation (DOT), Division of Business Services seeks a qualified individual for the position of Fiscal/Administrative Assistant (FAA) in the Accounts Payable Unit at our Newington, Connecticut Headquarters. 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 Women’s Transportation Seminar (WTS) CT Employer of the Year for 2024! POSITION HIGHLIGHTS
Monday - Friday Full-time (40 hours per week). First shift, 7:30 am to 4 pm. Location: Newington, CT. This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. The Policy can be found here. Employees in their initial working test period must work on site in the office. ROLE
The Fiscal/Administrative Assistant will be responsible for performing a wide variety of functions including but not limited to managing the DOT utility accounts; processing vendor payments; processing Service Transfer Invoices; processing Construction Estimates; processing Consultant Agreement payments; approving vouchers for payment; reconciling and resolving payment discrepancies with Vendors; and perform related duties as required. About Us
As one of Connecticut’s largest State agencies, DOT employs approximately 3,000 individuals statewide in five distinct bureaus. It is our mission to provide a safe, accessible, and efficient multimodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. 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 the State’s 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. Learn more about our mission, vision, and values here! Selection Plan
Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit 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 by the closing date 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. Request exceptions by emailing DAS.SHRM@ct.gov. Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one branch of state government to another. 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. 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, Skills 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 processing various types of payments to include vendor payments. Experience reviewing and approving vouchers for vendor payments. Experience with reconciliation of accounts and resolution of payment discrepancies with vendors. Customer service experience including corresponding and communicating with both internal and external customers. Experience with Microsoft Office (Word, Excel and Outlook). Experience with CORE-CT or other similar financial software. 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.
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The State of Connecticut, Department of Transportation (DOT), Division of Business Services seeks a qualified individual for the position of Fiscal/Administrative Assistant (FAA) in the Accounts Payable Unit at our Newington, Connecticut Headquarters. 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 Women’s Transportation Seminar (WTS) CT Employer of the Year for 2024! POSITION HIGHLIGHTS
Monday - Friday Full-time (40 hours per week). First shift, 7:30 am to 4 pm. Location: Newington, CT. This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. The Policy can be found here. Employees in their initial working test period must work on site in the office. ROLE
The Fiscal/Administrative Assistant will be responsible for performing a wide variety of functions including but not limited to managing the DOT utility accounts; processing vendor payments; processing Service Transfer Invoices; processing Construction Estimates; processing Consultant Agreement payments; approving vouchers for payment; reconciling and resolving payment discrepancies with Vendors; and perform related duties as required. About Us
As one of Connecticut’s largest State agencies, DOT employs approximately 3,000 individuals statewide in five distinct bureaus. It is our mission to provide a safe, accessible, and efficient multimodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. 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 the State’s 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. Learn more about our mission, vision, and values here! Selection Plan
Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit 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 by the closing date 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. Request exceptions by emailing DAS.SHRM@ct.gov. Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one branch of state government to another. 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. 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, Skills 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 processing various types of payments to include vendor payments. Experience reviewing and approving vouchers for vendor payments. Experience with reconciliation of accounts and resolution of payment discrepancies with vendors. Customer service experience including corresponding and communicating with both internal and external customers. Experience with Microsoft Office (Word, Excel and Outlook). Experience with CORE-CT or other similar financial software. 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.
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