Fiscal/Administrative Supervisor(Hybrid)

Introduction

At the State of Connecticut, Department of Children and Families (DCF) mission is to partner with communities and empower families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce, who strive daily to meet the needs of those we encounter. We comprise of a Central Office, fourteen area offices, two facilities, and the Wilderness School.

At DCF we are currently accepting applications for to fill two (2) full-time Fiscal/Administrative Supervisor positions. One role will join our Department’s Division of Fiscal Services - Budget Unit, the second role will join our Centralized Support Unit. Both are located at Central Office, 505 Hudson Street, Hartford, CT. These positions are open to the public.

The Budget Team oversees, the Comprehensive Monthly Status Report (CFSR) which reflects the financial status of the agency, and monthly reporting to internal and external stakeholders who may include Office of Policy and Management (OPM), Office of Fiscal Analysis (OFA) and Auditors of Public Accounts (APA). Its FAS will lead a team that consists of (1) Assistant Fiscal Administrative Officer, (1) Associate Accountant, (1) Associate Accounts Examiner, and (1) Accountant. The FAS reports directly to the FAM supporting the Budget unit.

The Centralized Support, Business Office team oversees, asset, travel and fleet management, IT purchasing, and mailroom services. Its FAS will lead a team that consists of (1) Assistant Fiscal Administrative Officer (3) Fiscal Administrative Officers, (1) Fiscal Administrative Assistant, (1) Material Storage Supervisor. The FAS reports directly to the FAM supporting the Business Office unit.

What We Can Offer You:

• Visit our newState Employee Benefits Overview page!
• 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

Position Highlights

• These positions are full-time, following a first shift schedule, 40 hours per week, based in Hartford, CT, with occasional statewide travel for meetings, training, and other activities
• After successful completion of the working test period, the role may offer a hybrid telework schedule, providing greater work flexibility
• Leading a team that is highly motivated, while assisting to provide clear direction, resolving issues, and maintaining accountability for team performance and development
• Taking the lead to address conflicts and challenges promptly and effectively, fostering a positive, productive work environment
• Ensuring fiscal control by verifying funding sources, authorizing routine expenditures, and obtaining approval for non-routine expenditures
• Supervises and provides staff training culminating in written procedures to ensure practice conformity

Selection Plan

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.
• 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 Ethan Ives at Ethan.Ives@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

• Assists with budget development, analyzing of fiscal/administrative programs, including preparing correlating financial reports, or other related functions that may have an impact on proposed regulations and legislation for the agency
• Experience using Core-CT (PeopleSoft) or other similar financial management system, for asset management, purchase orders, accounts payable, commitment control, general ledger and HRMS (payroll)
• Experience with oversite of fiscal analysis, planning, implementation, and monitoring
• Experience with Access and Microsoft Office 365 Suite, including using Excel spreadsheets to analyze and manage data, including formatting, creating formulas, VLOOKUP's, queries, flows and pivot tables
• Experience leading and supervising a team, including assigning and prioritizing tasks and monitoring performance, while fostering professional development and leading by example
• Experience working collaboratively with cross-functional teams, external providers, and regulatory agencies to achieve organizational objectives and foster partnerships
• Experience reviewing expenditures against budget allocations, verifying accuracy of spending, and ensuring proper coding for expenditures
• Experience in identifying, designing, and implementing process improvements to enhance operational efficiency and ensure compliance

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.