Fiscal, Administrative Assistant

Title; Fiscal, Administrative Assistant

Salary; $65,979 - $83,953/year (*New State employees start at minimum)

Job Description:

The State of Connecticut, Office of Health Strategy (OHS) is seeking a qualified individual to serve on our team as a Fiscal Administrative Assistant for a recently awarded federal grant.

 

Position Highlights: 

• LOCATION: Hartford, CT
• SCHEDULE: Monday - Friday
• WORK HOURS: Full-Time, 1st Shift, 40 hours per week, Hybrid schedule (office/telework) available.
• Please note: This is a grant funded position.  The grant period is for 5 years (2024 - 2029).

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. 

Discover The Opportunity To:

 

• Engage in a rewarding career;
• Showcase your talents in a meaningful role;
• Provide support to a division that is passionate about the work we do;
• Work together in a collaborative team environment.

The Role:

The Achieving Healthcare Efficiency through Accountable Design (AHEAD) Model is a Centers for Medicare & Medicaid Services (CMS) demonstration project that aims to improve health care outcomes and reduce health care costs. CMS awarded the state of Connecticut with a multi-year grant to implement this model. The Office of Health Strategy (OHS) is the lead agency for AHEAD and the Department of Social Services (the state’s Medicaid agency) is a sub-recipient. This position will play a key part in managing the financial aspects of the grant.

Job duties include, but are not limited to:

• Tracking and reconciling expenditures.
• Reviewing and processing payment invoices from grant subrecipients and subcontractors.
• Monitoring contractor and grantee activity.
• Preparing financial status reports.
• Ensuring compliance with all federal and state regulations governing the use of grant funds.
• Monitoring of grantees to ensure that funds are accounted for and expended properly.

About Us:

The mission of the OHS is to implement comprehensive, data-driven strategies that promote equal access to healthcare, control costs and ensure better health for the people of Connecticut. OHS consists of three teams: Health Systems Planning, Health Innovation and Health Information Technology.

We are a small state agency, but we have an influential role shaping the future of health care in CT. 

 

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 working in Accounting, Accounts Payable, Budget or Purchasing.
• Experience using Microsoft Word, Excel, Teams and Outlook in a professional work setting.
• Experience applying contracts or grant payment terms, compiling and analyzing financial data for the preparation of financial reports.
• Experience communicating with vendors, staff, management, and third parties via email, phone, and in person.
• Experience prioritizing and managing multiple deadlines.
• Experience utilizing PeopleSoft Core-CT or similar financial system.

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.