Fiscal/Administrative Assistant (Purchasing & Accounts Payable)

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. Position Highlights This position is full‑time, 40 hours per week, 8:00 a.m. – 4:30 p.m. (or as agreed upon with supervisor), Monday through 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 the department. Key Responsibilities 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. 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, Skills, & Abilities 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. 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. Complex clerical work is generally defined as 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. 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. #J-18808-Ljbffr CT