What are the responsibilities and job description for the Associate Fiscal/Administrative Officer position at State of Connecticut - DOC Central Office?
Introduction
State Employees: the Connecticut Department of Correction (CT DOC) seeking a highly motivated and detail-oriented person as an Associate Fiscal Administrative Officer to join our Purchasing Team! Position highlights This position is full-time, following a first shift schedule, 40 hours per week, based in Wethersfield, CT, with occasional statewide travel for meetings, training, site visits, inspections, and other activities; After successful completion of the working test period, the role may offer a hybrid telework schedule, providing greater work flexibility; In this key role, you will be responsible for performing complex purchasing tasks and supervising staff in the daily procurement of goods and services to support the operational needs of CT DOC staff, facilities, and the supervised population. Your work will ensure compliance with state policies and regulations, streamline procurement processes, and contribute to the agency’s mission; Leading and motivating a team, providing clear direction, resolving issues, and maintaining accountability for team performance and development; Oversee staff performance, conduct evaluations, and provide constructive feedback to ensure high-quality service delivery and continuous improvement; Address conflicts and challenges promptly and effectively, fostering a positive, productive work environment; Maintain office procedures, provide staff training and assistance, and conduct or assist in conducting performance evaluations to support staff development; Ensure fiscal control by verifying funding sources, authorizing routine expenditures, and obtaining approval for non-routine expenditures; Perform complex purchasing tasks, including preparing specifications, soliciting bids, and recommending contract awards based on analysis and cost-effectiveness; Procure goods and services in compliance with DOC directives and state purchasing policies; Other duties as assigned. About us � The Connecticut Department of Correction is a diverse agency with a wide variety of employees from Correction Officers, to Educators, to Managers and Skilled Professionals. We value differences that make us stronger as a team and support our mission statement.� The Connecticut Department of Correction (DOC) is the agency responsible for corrections in the U.S. state of Connecticut. The agency operates 13 correctional facilities. It has its headquarters in Wethersfield. The DOC protects public safety by ensuring offenders serve their sentences of imprisonments in facilities that are safe, human, and provide re-entry programming. The State of Connecticut, Department of Correction is a unified system; all sentenced and un-sentenced offenders are supervised by the DOC. The Department also provides supervision for offenders on parole, community release, and other discretionary release programs.
Selection Plan
To apply In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application. Applicants should ensure that they meet the minimum experience and qualifications by the closing date of this job opening, unless otherwise specified. Please make sure that your application is thorough and includes all necessary information before submitting it. To adhere to Public Act 21-69, the State of Connecticut has made changes to the initial application process, and resumes are no longer required. Please note that revisions cannot be made once your application has been submitted into the JobAps system. 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. Important information after you apply This job posting may require you to answer additional referral questions (RQs). You will receive an email with the RQs after the posting's closing date or you can find them on your JobAps Personal Status Board (Certification Questionnaires section). Please make sure to submit your responses by the expiration date of the questionnaire. It is important to regularly check your email and JobAps Personal Status Board for notifications. Please also check your SPAM and/or Junk folders regularly in case auto-notification emails are filtered there. While applicants will primarily receive correspondence through email, we also encourage them to regularly check their Personal Status Board for updates on their application status, important notices, and any tasks they need to complete during the recruitment process. 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, 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. For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit. For technical questions regarding the filling of your application, please contact Benjamin Beaudry at Benjamin.Beaudry@ct.gov.
PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency, facility or institution this class is accountable for performing the most complex fiscal tasks within a variety of fiscal and administrative functions or acting as a working supervisor over a variety of fiscal and administrative functions, including payroll oversight.
EXAMPLES OF DUTIES
Performs the most complex fiscal and administrative tasks within a unit that clearly exceeds the norm and includes a concentration of highly advanced functions as defined by leadership;� Plans office workflow and determines priorities;� Schedules, assigns, oversees and reviews work;� Establishes and maintains office procedures;� Provides staff training and assistance;� Conducts or assists in conducting performance evaluations;� Acts as liaison with other operating units, agencies and other officials regarding policies and procedures;� Prepares and analyzes complex financial statements and reports and budget requests;� Projects expenditures and assists in financial planning;� Maintains fiscal controls by authorizing non-routine expenditures;� Manages various phases of budget process;� Makes recommendations on policies and standards;� Oversees maintenance of accounting records;� Utilizes EDP systems for financial records, reports, and analyses;� May oversee implementation and analysis of financial and administrative EDP applications;� May oversee grant and contract administration;� May oversee payroll;� May perform complex purchasing tasks such as preparing specifications, soliciting bids and recommending contract awards;� May oversee leasing functions including negotiating contracts and space requirements;� May supervise support services such as stores, inventory, security, mailroom, food service or maintenance;� May supervise payroll, purchasing and/or other fiscal and administrative functions;� 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;� Knowledge of grants and contracts preparation and administration;� purchasing principles and procedures;� 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
Seven (7) years of experience in a combination of fiscal administrative functions (e.g., accounting, accounts examining, budget management, grants administration, payroll, purchasing) at least one of which must be an accounting, budgeting, or payroll function.
MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE
One (1) year 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 at the professional training level and is 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 substitutes for the General and Special Experience on a year for year basis.
PREFERRED QUALIFICATIONS
Experience leading, managing, and motivating a team, fostering a positive work environment, ensuring high performance, and maintaining accountability for staff tasks, productivity, and development; Experience with State procurement regulations and guidelines, including the ability to navigate statewide contracts; Experience in issuing purchase orders, using purchasing cards, p-card reconciliation, soliciting quotes, and managing bids and RFPs, in compliance with state law; Experience in building and maintaining effective relationships with suppliers and internal teams to resolve quality and delivery issues; Experience using Core-CT (PeopleSoft) for purchase orders, contract management, and fund approvals; Experience working with STARS/EPM reports; Experience reviewing expenditures against budget allocations, verifying the accuracy of spending, and ensuring proper coding for expenditures; Experience working with Accounts Payable to ensure accurate and timely vendor payments, resolving discrepancies and change orders; Experience engaging with vendors, stakeholders, and team members.
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.
Salary : $90,309 - $116,146