Associate Fiscal/Administrative Officer

Introduction

The Department of Correction (DOC) has an exciting opportunity for an Associate Fiscal/Administrative Officer with the Fiscal Services Department assigned to the Asset Management/Central Services Unit.


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
• 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


In this role, you will provide professional fiscal and administrative leadership for the Department's asset management and central services operations. The selected candidate will supervise the daily activities and staff of these units while actively participating in annual physical inventory activities at correctional facilities and administrative offices statewide. Working alongside unit staff, you will ensure accountability for agency assets and compliance with State Property Control requirements, procurement regulations, and Department policies. You will collaborate with agency staff, vendors, and other state agencies to support procurement, fiscal operations, and effective stewardship of Department resources through strong internal controls.

In this role you will:

• Supervise and coordinate the day-to-day operations of the Units and staff assigned to the units.
• Plan, assign, prioritize, and review staff work to ensure timely completion of inventory, procurement, accounts payable, central services, and asset management activities.
• Train, coach, and provide technical guidance to staff; participate in employee selection, onboarding, performance evaluations, and other personnel activities in accordance with agency policies and collective bargaining agreements.
• Monitor workload distribution, ensure compliance with applicable statutes, regulations, policies, and internal controls, and promote continuous process improvement.
• Collaborate with Fiscal Services management and program staff to resolve operational issues and support agency initiatives.
• Coordinate and participate in annual physical inventory activities at correctional facilities and administrative offices statewide using Core-CT Asset Management inventory processes.
• Maintain accurate asset records throughout the asset lifecycle by updating Core-CT Asset Management, processing acquisitions, transfers, location changes, disposals, and other asset transactions while ensuring complete supporting documentation for capital and controllable assets.
• Review and reconcile physical inventory results, research discrepancies, monitor asset transactions, identify trends, improve data integrity, and resolve inventory exceptions in accordance with the State Property Control Manual.
• Monitor compliance with State Property Control requirements, Office of the State Comptroller policies, and Department asset management procedures to ensure accurate accountability of agency assets.
• Maintain complete, organized, and audit-ready procurement, contract, inventory, and asset management records to support internal controls and regulatory compliance.
• Assist with internal and external audits by providing documentation, researching asset records, responding to audit inquiries, and supporting implementation of corrective actions.
• Prepare and analyze inventory, reconciliation, and asset management reports to support CO-59 reporting, identify process improvements, strengthen internal controls, and improve operational efficiency and asset accountability.

This position is full-time, Monday through Friday, 7:30 am - 4:00pm (or as determined by the supervisor). This role is located at DOC Central Office, Fiscal Services Division, 24 Wolcott Hill Road, Wethersfield and statewide travel to DOC facilities is required.

A hybrid (telework) schedule may be available after completion of the working test period.

This recruitment may be used to fill future Associate Fiscal Administrative Officer vacancies within Fiscal Services.

About Us


The State of Connecticut, Department of Correction (DOC) shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to law-abiding and accountable behaviors. Safe and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders.

The Asset Management (AM) Unit is responsible for overseeing annual inventories at its 14 correctional facilities, the Central Office, Parole & Community Services Field Offices, Training Academy, and numerous administrative and ancillary buildings. All members of the AM team participate in physical inventory activities and work onsite at DOC facilities throughout each inventory cycle until completion. The work requires statewide travel and moderate physical activity, including walking, light lifting, bending, and stretching. Candidates must be comfortable working in a correctional environment and interacting with staff at all levels. The Central Services Unit handles mail services, motor pool, cell phones, tuition reimbursement, and travel.

Selection Plan

FOR ASSISTANCE IN APPLYING:


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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 View email address on click.appcast.io.
• 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:

• 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. 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."
• 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
• 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 Mackenzie Robinson at View email address on click.appcast.io.


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 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.

PREFERRED QUALIFICATIONS

• Experience supervising, leading, or coordinating the work of professional, technical, or administrative staff.
• Experience performing complex fiscal and administrative functions, such as accounts payable, invoice processing, financial reconciliations, or payment transactions.
• Experience performing procurement or purchasing activities, including preparing requisitions, purchase orders, competitive procurements, and contract documentation.
• Experience using an enterprise financial management system, such as Core-CT/PeopleSoft or a comparable ERP system.
• Experience performing asset management or inventory functions, including physical inventories, maintaining records, reconciling inventory, researching discrepancies, and applying property-control requirements.
• Experience preparing or reviewing financial, procurement, inventory, or asset management records for audit and compliance purposes.
• Experience using Microsoft Excel to analyze data, perform reconciliations, and prepare reports.
• Experience interpreting and applying policies, procedures, internal controls, or standards within a large organization.
• Experience communicating work-related information, organizing and prioritizing multiple assignments, managing competing deadlines, and reviewing work for accuracy and completeness in a fast-paced work environment.

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.