Fiscal/Administrative Assistant

Introduction

The State of Connecticut, Department of Revenue Services (DRS), is recruiting for a Fiscal/Administrative Assistant position to join their team in the Payroll Unit.

Position Highlights


This is a hybrid position. The work schedule is Monday through Friday 8:00 AM-4:30 PM.

As a Fiscal/Administrative Assistant in the Payroll Unit, some of your duties may include, but are not limited to:

• Daily reconciliation and reporting of all state employee funds and duties required to administer the department's payroll;
• Maintaining compliance in accordance with the current state accounting manual.
• Furnishing the Comptroller's Office with an accurate record of the agency's biweekly regular, overtime, and supplemental payroll items such as reimbursements and retirement payouts and time accruals within accordance with the various collective bargaining unit contracts;
• Other duties as required.

The Payroll Unit is part of the Business Office within the Department's Fiscal and Administrative Services Division. The payroll unit is responsible for the daily reconciliation and reporting of all state employee funds and duties required to administer the department's payroll. This unit is tasked with maintaining compliance in accordance with the current state accounting manual.

The payroll unit's primary responsibility is to furnish the Comptroller's Office with an accurate record of the agency's biweekly regular, overtime, and supplemental payroll items such as reimbursements and retirement payouts and time accruals within accordance with the various collective bargaining unit contracts.

About Us


The mission of the Department of Revenue Services is to instill public confidence in the integrity and fairness of tax collection; achieve the highest level of voluntary taxpayer compliance; continuously improve agency performance; contribute to the fiscal and economic well-being of the state; and provide a positive and professional workplace.

Selection Plan

FOR ASSISTANCE IN APPLYING:


Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.


If you are a recommended candidate for a position with DRS, there are some things you need to know prior to being able to be formally offered a position with the Department:


1. ALL employees of the Department of Revenue Services are prohibited from engaging in the following:

• Preparation of tax returns in exchange for financial compensation.
• Work at a tax preparation service (either as an employee, contractor, subcontractor, self-employed individual, or other designation).
• Work at an accounting firm or similar type of business with responsibility for the preparation of tax returns (either as an employee, contractor, subcontractor, self-employed individual, or other designation).

If you currently work in or perform any of the above, you will be required to cease those activities prior to your first day with the Department of Revenue Services should an official offer of employment be made to you.

2. Other outside employment activities are not necessarily prohibited, however, if you are currently employed by, or have ownership in a business and intend to continue your employment/involvement with this outside business, you are required, prior to an official offer of employment, to disclose the nature of this outside employment including the name of the business, your role, your schedule, and whether you participate in or are responsible for the preparation of any financial or tax-related documentation on behalf of that outside business entity.

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 Nick Naples 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 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 with Payroll functions at or above the level of Payroll Clerk;
• Experience in CORE-CT Payroll and/or HR functions along;
• Experience with EPM/Stars reporting;
• Experience with compiling and analyzing payroll data and preparing payroll reports;
• Experience communicating to a wide variety of customers on the phone, over email or in person;
• Experience working independently with problem-solving skills and ability to adapt to changing work priorities and compressed deadlines;
• One (1) year of experience in payroll preparation;
• Experience working in Microsoft Office, with considerable knowledge of Excel and Word;
• Experience with monitoring and researching collective bargaining contracts.

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.