Introduction
The Department of Energy and Environmental Protection (DEEP), Bureau of Central Services, Financial Management Division, has an exciting opportunity for a Fiscal/Administrative Supervisor in the Grants and Contracts unit.
Position highlights
In this role you will:
- Schedule, assign, oversee and review the work of staff;
- Supervise grant and contract administration, including fiscal record keeping, purchasing functions, and reporting and preparation of new contracts and grant applications;
- Supervise preparation of GAAP reports and budget requests in financial planning;
- Provide staff training and assistance;
- Conduct performance evaluations;
- Determine priorities and plan unit work;
- Establish and maintain unit procedures;
- Develop or make recommendations on the development of policies and standards;
- Interpret and administer pertinent laws;
- Act as liaison with other operating units, agencies and outside officials regarding unit policies and procedures;
- Assist in planning and implementation of financial aspects of EDP systems;
- Utilize EDP systems for financial records, reports and analyses;
- Prepare programmatic fiscal/administrative analysis and impact statements on proposed regulations and legislation;
- Perform related duties as required.
This position is Mon - Fri, 40 hours per week, in our Hartford office at 79 Elm Street.
About us
DEEP is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making cheaper, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut’s economy and creating jobs and to fostering a sustainable and prosperous economic future for the state.
Selection Plan
In order to be considered for this job opening you must be a current State of CT employee of the agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
Before you apply
- In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
- The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
- Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
- All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
- This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
- Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
- Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- Read through this helpful link to prepare for your interview.
Questions about this position should be directed to Mackenzie Robinson at mackenzie.robinson@ct.gov.
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.
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.
- For state employees experience at the level of a Purchasing Services Officer 1 or 2 substitutes for the General and Special Experience on a year for year basis.
PREFERRED QUALIFICATIONS
- Experience in preparing Generally Accepted Accounting Principles (GAAP) reports;
- Experience in entering projects into the Project Costing Module, including setting up budgets, and maintaining and reconciling account structures;
- Experience in reviewing grants, contracts, (Memorandum of Understanding) MOU's, and (Personal Service Agreements) PSA's for accuracy, completeness, and correct statutory references;
- Experience in completing risk assessment forms for Federally funded grants;
- Experience in developing scopes of work and overseeing contract documentation processes with grantees, contractors, state agencies and external stakeholders;
- Experience in using DocuSign and Microsoft Office including Excel, Word, Outlook, and Teams;
- Experience in working with CORE-CT, State Analytical and Reporting System (STARS) and Planner Boards as it pertains to contracting;
- Experience in database management, data processing, data analysis, identifying data weaknesses, and contributing to programing development;
- Experience in training colleagues and offering support on grants and contracting processes.
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.
