What are the responsibilities and job description for the Fiscal/Administrative Assistant (Hybrid) position at State of Connecticut - Department of Public Health?
Do you want to utilize your skills and make a difference? Are you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity!
The State of Connecticut, Department of Public Health (DPH) is seeking a qualified individual to join our team as a Fiscal Administrative Assistant in the Fiscal Services Section.
Highlights:
- LOCATION: Hartford, CT
- SCHEDULE: Monday - Friday
- WORK HOURS: Full-Time, First Shift, 40 hours per week
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.
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.
You Will Discover The Opportunity To:
- Engage in a rewarding career;
- Showcase your talents in a meaningful role;
- Thrive in an exciting environment;
- Provide support to a division that is passionate about the work we do;
- Work together in a collaborative team environment.
The Role:
Job duties include, but are not limited to:
- Assist with daily deposit process serving as an alternate to ensure proper segregation of duties, receiving deposits as well as post daily deposits in Core-CT.
- Prepare, organize, and mail out of monthly Lab invoices to Hospitals and other entities for which testing services were provided including updating records of monthly invoices billed for reporting.
- Track and follow up actions taken by Program staff and ensure timely updates on status of returned checks.
- Maintain records of communications and actions related to Bad/Returned Check and advise on collection or write off status.
- Assist with the preparation of the federal cash draw requests including sorting of invoices into applicable federal sponsors, accurately update tracking log, ready invoices for quality assurance review and performance of draw down from federal systems.
- Assist with processing petty cash requests for cash advances, employee reimbursements and monthly reconciliation of cash on hand.
- Assist with the processing of refund of receipts (OSCIR) including setting up vendor profile, updating tracking worksheet, preparing CO-17, scanning and preparing package for processing and processing payment.
About Us:
The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.
DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.
Start With Us. Stay With Us. Grow With Us.
Selection Plan
FOR ASSISTANCE IN APPLYING:
Please read or watch our Applicant Tips on How to Apply!
To Apply:
- In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
- You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
- In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
- All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
- This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
- 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.
Important Next Step Information for After You Apply:
- Although applicants will receive correspondence via email and/or phone, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
- This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
- Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
- Read through this helpful link to prepare for your interview.
- 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 which is available at www.ct.gov/ethics.
- 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.
- Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
- Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Julie Barker via email at Julie.Barker@ct.gov.
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 account receivables operations.
- Experience with Peoplesoft database systems or similar software.
- Experience with Microsoft Office Applications such as MS Excel, Word, PowerPoint. (Excel is a Must.)
- Experience interpreting state and federal regulations and statutes, policies and procedures.
- Experience with revenue and cash accounting.
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.
