Fiscal/Administrative Supervisor

Introduction

The State of Connecticut, Department of Transportation (DOT) is currently recruiting for a Fiscal Administrative Supervisor position in the Bureau of Finance and Administration, Office of Finance, Division of Financial Management and Support. The Division provides financial support for the Office of Construction. The Financial Management and Support Division is responsible for providing the agency with business and financial support including budget, payroll, contractual, purchasing and payment-related services. This includes ensuring consistent application of financial and procurement policies and procedures; coordinating timely review and payment of consultant and contractor invoices; monitoring ongoing project financial transactions; and facilitating timely closeout of projects.

POSITION HIGHLIGHTS

• Full-Time
• First shift
• Hybrid
• Location: Newington, CT

WHAT WE CAN CONTINUE TO OFFER YOU

• Our new State Employee Benefits Overview page!
• Professional growth and development opportunities
• A healthy work/life balance to all employees
• An award winning agency! CTDOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women’s Transportation Seminar (WTS) CT Employer of the Year for 2024!

Key responsibilities for this Fiscal Administrative Supervisor may include, but are not limited to:

• supervises the Construction Unit within the Division Financial Management and Support
• schedules, assigns, oversees and reviews the work of staff; provides training as required
• conducts annual employee performance evaluations
• financial services for construction-related activities, including construction contractor payments
• oversee the processing of invoices related to all construction, engineering & inspection and municipal services
• provides financial support to the Office of Construction
• coordination with Connecticut State Police invoices for trooper services
• responsible for completing the financial closeout of all construction projects
• oversees the development and maintenance of written procedures
• performs related duties as required
• see other examples of duties listed in the job specification

Purpose of Job Class (Nature of Work)

In a state agency, facility or institution this class is accountable for supervising staff engaged in a variety of fiscal and administrative functions, with major emphasis on fiscal administration or payroll oversight.

EXAMPLES OF DUTIES

• Supervises maintenance of accounts;
• Supervises preparation of financial statements and reports and budget requests in financial planning and oversight of payroll;
• Reviews and authorizes expenditures;
• Schedules, assigns, oversees and reviews work of staff;
• Provides staff training and assistance;
• Conducts performance evaluations;
• Determines priorities and plans work;
• Establishes and maintains procedures;
• Develops or makes recommendations on development of policies and standards;
• Acts as liaison with other operating units, agencies and outside officials regarding policies and procedures;
• Prepares reports and correspondence;
• Oversees planning and implementation of financial aspects of EDP systems;
• Utilizes EDP systems for financial records, reports, and analyses;
• Assists in analyzing impact of proposed regulations and legislation on agency fiscal/administrative programs and functions;
• Supervises grant and contract administration, including fiscal record keeping and reporting and preparation of new contracts and grant applications;
• Supervises requisitioning, stores and inventory control;
• Supervises purchasing functions;
• In addition to supervising fiscal/administrative functions, may supervise support services such as stores, inventory, facilities/equipment maintenance, mailroom, food services, facilities/equipment security;
• May supervise payroll preparation;
• Performs related duties as required;

In the Department of Transportation

• Performs specialized duties in a particular area of commodities or services;
• Responsible for open-market and scheduled term buying for a specialized group of items;
• Researches and analyzes data on market, price trends and supply for a specialized group of items;
• Reviews specifications for suitability, completeness and consistency;
• Prepares or edits specifications;
• Oversees preparation of bid proposals;
• Reviews competitive bids and recommends contract awards;
• Prepares contracts;
• Obtains new sources of supply;
• Inspects or arranges tests on samples and delivered materials for conformance with specifications;
• Studies new materials which may be used to state advantage as substitutes for materials in use;
• Under supervision coordinates bids and contracts for legislatively mandated set-aside programs for a specialized group of items in order to comply with state law and designated bureau goals for such programs;
• Performs 'make-buy' studies;
• Acts as liaison with other operating units, agencies and outside officials regarding unit policies and procedures;
• Utilizes EDP systems for financial records, reports, and analyses;
• Prepares reports and correspondence;
• 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;
• relevant agency policies and procedures;
• relevant state and federal laws, statutes and regulations;
• Knowledge of
• grants and contracts preparation and administration;
• purchasing principles and procedures;
• types, characteristics and sources of supply and market factors of assigned commodities;
• business law as it applies to purchasing contracts and sales;
• 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

Eight (8) years of experience in a combination of fiscal/administrative functions (e.g., accounting, payroll, purchasing) at least one (1) of which must be an accounting, budgeting, or payroll function. Descriptions of these fiscal/administrative functions are attached.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years 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 the professional training level and 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.

PREFERRED QUALIFICATIONS

• Experience overseeing consultant and municipal contracts.
• Experience analyzing complex agreements, contract fee letters and Project Authorization Letters.
• Experience with the State’s Core-CT Financials and Enterprise Performance Management (EPM) modules, including tasks related to coding contract lines, creating purchase orders and receipts, and downloading data to create reports of financial information.
• Experience leading/supervising staff including orienting new employees in duties and responsibilities.
• Experience using Microsoft Office applications, including Excel (spreadsheet development, data management, pivot tables and other advanced functions), Word, Outlook, and Teams.
• Experience with written and oral communications in a professional setting.
• Experience prioritizing and organizing tasks to meet deadlines.

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.