Fiscal/Administrative Supervisor

Introduction

Are you a current State of Connecticut employee looking for your next opportunity to make an impact? If so, we are looking for you to join our team! Read below and apply today.

The State of Connecticut Department of Transportation (CTDOT) invites eligible State of CT employees to apply for a Fiscal/Administrative Supervisor position in the Office of Inventory Management, Bureau of Finance and Administration. This position is responsible for overseeing and supervising Materials Management Field Operations located at the Central Warehouse at 660 Brook Street in Rocky Hill.

WHAT WE CAN OFFER YOU

As a state employee, you would continue to have access to the following:

• Visit our new State Employee Benefits Overview page!
• Continue to work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers.
  
• Professional growth and development opportunities
• A healthy work/life balance to all employees

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!

ROLE/REQUIREMENTS

• Supervises Materials Management Field Operations.
  • Overseeing twelve (12) Stores locations and one (1) Central Warehouse.
  • Oversees, analyzes, and reviews all Materials Management inventory items and P-card purchases to ensure Department funding is properly spent and allocated.
  • Reconciles inventory discrepancies and identifies overspending.
  • Traveling throughout the state is required.
• Maintains policies and procedures.
  • Develops or makes recommendations for the development of procedures and policies as well as changes to field operations.
  • Implements changes as needed to stay current with industry trends.
• Prepares and maintains Inventory and P-Card purchases reports, including historical usage data, long lead time items, and safety equipment.
  • Uses state and agency-based software, including Microsoft Office Suite, Core-CT, and others.
• Provides staff training, coaching, and assistance on all aspects of Materials Management Field Operations.
• Coordinates various meetings with contracted vendors and other stakeholders to ensure Agency awareness of industry changes and market trends.
• Acts as liaison with other department units, agencies, and outside officials.
  • Develops and maintains partnerships with internal and external customers.

POSITION HIGHLIGHTS

• Monday - Friday
• Full-time (40 hours per week)
• First shift (7:30 AM - 4:00 PM)
• Location: 660 Brook Street in Rocky Hill, CT
• Office/on-site work environment
• The incumbent in this position reports directly to the Inventory Manager (Fiscal/Administrative Manager 1).
  

Selection Plan

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.

FOR ASSISTANCE IN APPLYING:

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. 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 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.

QUESTIONS? WE’RE HERE TO HELP:

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 additional questions about the recruitment process, reach out to Frank DeCusati at frank.decusati@ct.gov.

Join the State of Connecticut and take your next career step with confidence!

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.

In the Department of Transportation:

• Performs specialized duties in a particular area of commodities or services;
• Responsible for open-market and scheduled term buying for a specialized group of items;
• Researches and analyzes data on market, price trends and supply for a specialized group of items;
• Reviews specifications for suitability, completeness and consistency;
• Prepares or edits specifications;
• Oversees preparation of bid proposals;
• Reviews competitive bids and recommends contract awards;
• Prepares contracts;
• Obtains new sources of supply;
• Inspects or arranges tests on samples and delivered materials for conformance with specifications;
• Studies new materials which may be used to state advantage as substitutes for materials in use;
• Under supervision coordinates bids and contracts for legislatively mandated set-aside programs for a specialized group of items in order to comply with state law and designated bureau goals for such programs;
• Performs "make-buy" studies;
• Acts as liaison with other operating units, agencies and outside officials regarding unit policies and procedures;
• Utilizes EDP systems for financial records, reports, and analyses;
• Prepares reports and correspondence;
• 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 in the management and oversight of a multi-location operation
• Experience supervising a diverse workforce to include conducting performance evaluations, scheduling, training staff, and managing coverage and overtime needs of a multi-location operation
• Experience developing and implementing strategic and continuous improvements for departmental operations, including policies and procedures
• Experience working with Peoplesoft Core-CT inventory management module or other computerized purchasing and inventory control systems
• Experience maintaining Inventory and Credit Card (P-Card) purchases
• Experience with Microsoft Office Suite: Teams, Outlook, Excel, and Word

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.