Fiscal/Administrative Assistant

Introduction

The State of Connecticut, Secretary of the State (SOTS) is currently seeking an organized and detail-oriented individual to join the Management and Support Services division as a Fiscal/Administrative Assistant. Join our team and embark on a rewarding career that offers growth, superlative benefits, and a culture that encourages work/life balance.

WHAT WE CAN OFFER YOU

• Join a Forbes-recognized company! Connecticut is proud to be featured on America’s Best Employers by State and Best Employers for New Grads in 2024.
• Comprehensive health and dental insurance, providing you with peace of mind and access to quality healthcare.
• Robust pension plan and supplemental retirement offerings to secure your financial future.
• Generous paid time off, including vacation days, sick leave, personal days, and 13 holidays per calendar year.
• We are an eligible Public Service Loan Forgiveness employer, which means you may be eligible to have qualifying student loans forgiven after 10 years of service.
• A culture that recognizes the importance of work/life balance and offers alternate work schedules and telecommuting options.
• Opportunities to invest in your professional growth and development with training programs, tuition reimbursement, and opportunities for advancement within the State of Connecticut.
• Connecticut is a strong community with a lot to offer in entertainment, food and shopping, recreation in our beautiful state parks and forests, diverse culture, and rich history. Learn more about all Connecticut has to offer.

POSITION HIGHLIGHTS

• Full-Time, 40 hours per week
• Monday through Friday
• Location: Hartford, CT
• Hybrid (office/telework) may be available

THIS JOB IS FOR YOU IF

• You possess high accuracy and attention to detail in financial record keeping and reconciliations.
• You bring strong problem-solving and analytical skills to handle complex fiscal and administrative processes.
• You work independently, taking ownership of processes while thriving in a team environment.
• You are organized and methodical, with the ability to meet deadlines under pressure.
• You are proactive in identifying discrepancies, inefficiencies, and opportunities for process improvement.
• You have strong interpersonal skills for working with diverse stakeholders, including finance teams, HR, vendors, and other agency staff.
• You have a passion for promoting participation in the democratic process by providing a wide range of services for the people and businesses of Connecticut.
• You want to do meaningful work and help build a better Connecticut with the Office of the Secretary of the State.

DISCOVER THE OPPORTUNITY TO

• Independently perform bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling fiscal accounts;
• Review all revenue prior to depositing in the bank;
• Reconcile and balance deposits in Core-CT with AMEX, PayPal, Salesforce, and FinSys systems for compliance and to resolve disputes;
• Prepare financial statements and reports;
• Extensively utilize Excel, Word, and Core-CT;
• Review and approve purchase orders, process inventory, and approve ERFs for assigned staff;
• Administer a system of asset management to account for Agency-owned inventory;
• Perform related duties as required.

ABOUT US

Through the dedication of knowledgeable staff and advanced technology, the Office of the Secretary of the State works as a team to provide a wide range of services for the people and businesses of Connecticut. We are a repository of records for the State and provide important information and resources regarding business and commercial filings, elections, and authentication as prescribed by the constitution, and federal and state laws. We seek to bolster business development opportunities, and foster a more inclusive political process by educating, informing and engaging communities in youth and civic preparation.

The Management and Support Services division supports the office in the areas of human resources, affirmative action, fiscal administration, business, revenue depositing, purchasing, data processing and other support services. It also publishes the Connecticut State Register and Manual (the “Blue Book”), maintains the interactive version on the agency website, and coordinates its distribution and sales.

Selection Plan

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library 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. To be considered for this job opening you must be a current State of CT employee for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language. 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. Request exceptions by emailing DAS.SHRM@ct.gov.
• Salary Calculations: 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.
• 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 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, but your application may be considered 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. 

CONNECT WITH US

• Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions.
• If you have any questions about this recruitment, please contact Emily Kennedy at Emily.Kennedy@ct.gov.
• Follow the State of Connecticut on LinkedIn to stay updated on our career opportunities and news.

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 with Core-CT Asset Management and Inventory modules.
• Experience performing asset management functions, including coordinating and completing annual physical inventories.
• Experience working with payroll and benefits teams.
• Experience utilizing Microsoft Excel to generate advanced formulas and pivot tables.

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 does not discriminate based on race, religion, disability, age, ethnicity, national origin, sex, gender, LGBTQ identification, family status, or military status. Women, people of color, veterans, persons with disabilities and other members of traditionally underrepresented communities are strongly encouraged to apply.

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.