Fiscal/Administrative Assistant

About the job

Introduction

\r\n\r\n\r\n\r\nDo 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!��\r\n\r\n\r\n\r\nTHE POSITION\r\n\r\nThe State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is currently seeking a qualified and experienced individual for the position of Fiscal Administrative Assistant to join our team.\r\n\r\n\r\nHIGHLIGHTS\r\n\r\n\r\n DIVISION: Office of the Commissioner (OOC)��\r\n UNIT: Fiscal Services Bureau\r\n LOCATION: Middletown, CT (Haviland Hall on CVH campus)\r\n SCHEDULE: Full-Time, 40 Hours per Week, First Shift, Monday - Friday, 8:00am - 4:30pm�\r\n \r\n \r\n \r\n POSITION NUMBER: 27125\r\n\r\n\r\n\r\n\r\n\r\n\r\nWHAT WE CAN OFFER YOU\r\n\r\n\r\n Visit our new State Employee Benefits Overview page!�\r\n Professional growth and development opportunities\r\n A healthy work/life balance to all employees\r\n \r\n \r\n \r\n \r\n \r\n DISCOVER THE OPPORTUNITY TO\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n Engage in a rewarding career;\r\n Showcase your talents in a meaningful role;\r\n Provide support to a division that is passionate about the work we do;\r\n Work together in a collaborative team environment.\r\n \r\n THE ROLE:\r\n \r\n \r\n \r\n \r\n This position will be responsible for processing Travel\r\n Authorization Forms (TAs) for professional and educational conferences and\r\n seminars for all Union and Management DMHAS employees. \r\n �\r\n Job duties include, but are not limited to:\r\n �\r\n \r\n \r\n Review (and correction if necessary) of each TA and\r\n supporting documentation, ensuring that each form is completed and signed\r\n correctly and accompanied by the correct supporting documentation.\r\n Processing Payroll Reimbursements against TAs for all DMHAS\r\n employees which includes review (and correction if necessary) of reimbursement\r\n forms to ensure that they match approved TAs, receipts for approved costs are\r\n included and that they follow DMHAS and state rules for reimbursement.\r\n Responding to questions from DMHAS staff regarding Travel\r\n Reimbursement policies and procedures.�\r\n Working directly with the Office of the Comptroller’s Travel\r\n Reimbursement staff to ensure Union-paid TAs and reimbursement paperwork is\r\n completed appropriately and reimbursements are made as timely as possible.\r\n Assists the DMHAS team working with Annual Purchase Orders\r\n for Services by making payments when Travel Reimbursement duties allow.\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n ABOUT US�\r\n \r\n DMHAS is a health care agency whose mission is to promote the overall health and wellness of persons with behavioral health needs through an integrated network of holistic, comprehensive, effective, and efficient services and supports that foster dignity, respect, and self-sufficiency in those we serve.�\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n PLEASE NOTE\r\n \r\n \r\n A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.\r\n All state employees must adhere to Connecticut's Policy for a Drug Free Workplace.�\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n

Selection Plan

FOR ASSISTANCE IN APPLYING:�\r\nCheck out our�Applicant Tips on How to Apply! Need more resources?� Visit our�Applicant Toolkit�for additional support throughout the recruitment process.�\r\nBEFORE YOU APPLY:�\r\n\r\n 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. �\r\n 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.�\r\n 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.�\r\n 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.�\r\n 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.�\r\n 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.�\r\n\r\n\r\n 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.\r\n\r\nAFTER YOU APPLY:�\r\n\r\n Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your�Personal Status Board�regularly.\r\n For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”\r\n 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).� �\r\n\r\n\r\n 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!�\r\n 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.��\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.��\r\n 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.\r\n\r\n\r\n This employer may participate in E‑Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.\r\n\r\nQUESTIONS? WE’RE HERE TO HELP:�\r\nDue 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�Julie Barker at Julie.Barker@ct.gov.�\r\nJoin the State of Connecticut and take your next career step with confidence!\r\n

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.\r\n

EXAMPLES OF DUTIES

\r\n\r\n\r\n Performs paraprofessional level work in fiscal and administrative activities;�\r\n Independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts;�\r\n Independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities;�\r\n Prepares simple financial statements and assists in preparation of complex financial statements;�\r\n Calculates rates involving complex arithmetical formulas;�\r\n Gathers and consolidates payroll and expenditure data for budget preparation;�\r\n Ensures that expenditures plus encumbrances are within appropriation limits;�\r\n Reviews routine expenditures for compliance with itemized budgets;�\r\n Utilizes EDP systems for financial records and reports;�\r\n Independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals;�\r\n Independently prepares renewal or new contracts based on awards;�\r\n Ensures that routine payments are in compliance with contract provisions;�\r\n Performs related duties as required.\r\n\r\n\r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n\r\n Knowledge of\r\n \r\n bookkeeping, financial record keeping and basic governmental accounting principles and practices;�\r\n basic procedures of budget preparation and control;�\r\n payroll procedures, purchasing procedures and contract preparation;�\r\n \r\n \r\n Skills\r\n \r\n interpersonal skills;�\r\n oral and written communication skills;�\r\n \r\n \r\n Considerable ability in arithmetic computations;�\r\n Ability to\r\n \r\n audit financial documents;�\r\n understand and apply statutes and regulations;�\r\n utilize EDP systems for financial management.\r\n \r\n \r\n\r\n\r\n\r\n

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.\r\nNOTE: 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\r\n

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

\r\n\r\n 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.\r\n One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.\r\n\r\n\r\n

PREFERRED QUALIFICATIONS

\r\n\r\n\r\n Experience reviewing and processing travel\r\n authorizations, reimbursement requests, purchase orders, invoices or accounts\r\n payable transactions with a high level of accuracy.\r\n Experience identifying incomplete or incorrect information and\r\n obtaining required corrections.\r\n Experience\r\n using financial management systems, HR/payroll platforms or travel\r\n reimbursement systems.\r\n Experience interpreting and applying procedural guidelines, union\r\n rules, and agency policies accurately.\r\n Experience\r\n communicating professionally with staff and external partners, providing clear\r\n guidance on policies and procedures, and resolving discrepancies or\r\n documentation issues.\r\n Experience\r\n organizing and prioritizing work in a fast‑paced environment, balancing\r\n competing deadlines, and supporting multiple administrative workflows.\r\n Experience with attention to detail and effective\r\n interpersonal interaction.\r\n\r\n\r\n

SPECIAL REQUIREMENTS

Incumbents may be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n

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.\r\n