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Fiscal/Administrative Assistant

State of Connecticut

Wethersfield, CT

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JOB DETAILS
SKILLS
Accounting, Accounts Payable, Accounts Receivable, Accounts Receivable Processing, Administrative Skills, Billing, Bookkeeping, Budget Management, Budgeting, Business Solutions, Card Processing, Change Requests/Orders, Communication Skills, Contract Approval, Contract Creation, Contract Management, Contract Requirements, Corrective Action, Customer Support/Service, Data Entry, Database Administration, Decision Support, Documentation, Documentation Review, Employee Benefits, Environmental Compliance, Expense Tracking, Federal Government, File Maintenance, Finance Software, Financial Administration, Financial Compliance, Financial Management, Financial Operations, Financial Reporting, Financial Services, Financial Statements, Financial Systems, Government, Government Accounting, Grant Administration/Management, High School Diploma, Insurance Documentation, Interpersonal Skills, Maintain Compliance, Microsoft Excel, Microsoft Word, Multitasking, Operational Support, Operations Management, Organizational Skills, Payment Processing, Payroll Administration, Peoplesoft, Performance Analysis, Performance Metrics, Performance Reviews, Presentation/Verbal Skills, Pricing, Problem Solving Skills, Procedure Development, Process Improvement, Proposal Writing, Purchase Orders, Purchasing/Procurement, Receivers, Reconciliation, Record Keeping, Regulations, Regulatory Compliance, Reporting Skills, Request for Proposals (RFP), Resolve Customer Issues, Risk Analysis, Spreadsheets, State Laws and Regulations, Support Documentation, Time Management, Vendor/Supplier Evaluation, Vendor/Supplier Selection, Willing to Travel, Writing Skills
LOCATION
Wethersfield, CT
POSTED
Today
Introduction

The Department of Correction (DOC) is seeking qualified candidates for multiple Fiscal/Administrative Assistant opportunities within the Fiscal Services Division. Current vacancies are available in the Purchasing and Accounts Payable Units. These positions support a variety of fiscal, procurement, contract monitoring, grant compliance, and payment processing functions to ensure accurate, timely, and compliant financial operations in accordance with applicable policies and regulations.

What We Can Offer You:
  • Visit our State Employee Benefits Overview page!
  • Professional growth and development opportunities.
  • A healthy work/life balance to all employees.
  • The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.
Position Highlights:
  • This position is full-time, 40 hours per week, 8am - 4:30pm (or as agreed upon with supervisor), Monday - Friday.
  • Located at Central Office, Fiscal Services Division, 24 Wolcott Hill Road, Wethersfield, CT.
  • Occasional statewide travel to DOC facilities may be required depending on assignment.
  • A hybrid (telework) schedule may be available after completion of the working test period.
  • This recruitment will be used to create a larger pool of candidates for future positions as they become available in other Fiscal units within our department.
Key Responsibilities:

Fiscal Processing & Accounts Payable Support:
  • Process and prepare invoices for payment, including reviewing supporting documents, verifying allowable costs, confirming budget allowability and pricing, and ensuring accurate coding and required approvals.
  • Verify receipt of goods and services and confirm invoice accuracy; create online receivers when needed.
  • Assemble and route voucher payment packages with all required documentation such as requisitions, receipts, quotes, and approvals.
  • Maintain purchase order files, track pending invoices, and ensure documentation is complete for final payment.
  • Identify and resolve vendor discrepancies, request missing invoices/credits, and assist with invoice settlement.
  • Perform reconciliations and maintain tracking spreadsheets to monitor invoice and procurement workflows.
  • Forward voucher packages for processing and monitor payment status to ensure timely completion.
  • Procurement, Contract Administration & Compliance
  • Assist with procurement activities in compliance with state purchasing regulations, DAS/OPM guidelines, agency policies, and applicable federal, state, and local requirements.
  • Prepare and process requisitions, purchase orders, change orders, contract documents, and related transactions in Core-CT, ensuring proper chartfield coding, approvals, and supporting documentation.
  • Support competitive procurement processes by assisting with bid and quote solicitations, evaluating responses, maintaining procurement records, and preparing contract files.
  • Assist with contract administration activities, including contract execution, amendments, renewals, milestone tracking, and maintenance of contract databases and monitoring logs.
  • Monitor procurement contracts and vendor deliverables to ensure compliance with contractual terms, purchasing requirements, and organizational policies.
  • Conduct compliance reviews of vendor documentation, including insurance certificates, licenses, certifications, and other required records.
  • Monitor statewide contract usage and assist agency staff in identifying appropriate procurement sources and purchasing solutions.
  • Serve as a liaison between vendors and internal stakeholders to resolve issues related to pricing, deliveries, invoicing, contract performance, and service quality.
  • Support Accounts Payable activities by assisting with vendor payment processing, purchasing card reconciliations, and resolution of discrepancies, credits, refunds, and billing issues.
  • Track vendor performance, service levels, delivery schedules, and contractual obligations; document supplier evaluations and contract performance metrics.
  • Maintain procurement compliance tools, vendor files, risk assessment records, and audit-ready documentation to support internal and external reviews.
  • Assist with audits, compliance monitoring activities, and resolution of procurement exceptions, audit findings, and corrective action plans.
  • Prepare reports and maintain records related to procurement activities, contract compliance, vendor performance, and purchasing operations to support management decision-making and continuous process improvement.
Watch the video below to see what it's like to be a State of Connecticut employee!

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 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.
  • This employer may participate in E-Verify and will provide the federal government with your Form I-9 information to confirm work authorization
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 Rachel Allsop at Rachel.Allsop@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 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 assisting with basic fiscal tasks such as reviewing invoices, preparing payment documents, or matching supporting paperwork;
• Experience with accounts payable, general purchasing or procurement, or contract administration processes, such as gathering quotes, reviewing documents for accuracy, or following standard purchasing procedures;
• Experience helping maintain financial or compliance files, tracking due dates, or compiling documentation for review;
• Experience with financial or business software systems (such as Core-CT or PeopleSoft, or similar) including entering data or looking up information;
• Experience running, analyzing and reviewing basic system-generated financial or reconciliation/tracking reports;
• Demonstrated ability to stay organized, manage multiple tasks or deadlines, and follow established procedures;
• Experience preparing or reviewing documents for accuracy, including checking numbers, verifying details, or maintaining orderly records;
• Proven communication and customer service skills demonstrated through interactions with coworkers, vendors, or customers to resolve routine questions or issues;
• Experience with Microsoft Excel (data entry, tracking spreadsheets, basic formulas), Word (document preparation), and Teams (communication and coordination);
• Prior work experience in a government, public sector or highly regulated environment with compliance or audit requirements.

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.

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.

About the Company

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State of Connecticut