Fiscal/Administrative Supervisor

Introduction

Are you a current employee of the State of CT? Are you a self-motivated?

Do you enjoy supervising staff engaged in fiscal, administrative and operations functions?

If so, we encourage you to read below and apply today!

The State of Connecticut, Department of Transportation (DOT), Bureau of Finance and Administration, Inventory Management Unit is currently recruiting for a Fiscal/Administrative Supervisor position in Rocky Hill, CT.  

WE CAN OFFER YOU:

• Visit our new State Employee Benefits Overview page!
• The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule.
• Ample free parking with easy access from major highways or by public transportation.
• A healthy work/life balance to all employees.
• Join an award winning agency! CTDOT was 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!

POSITION HIGHLIGHTS

• Full time, 40 hours per week
• Monday through Friday
• First shift, 7:30 am to 4:00 pm
• For all office based postings: This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. The Policy can be found HERE.  Employees in their initial working test period must work on site.

THE ROLE

The Fiscal/Administrative Supervisor is responsible for overseeing and supervising Asset Management, Fuel Control and Inventory Procurement, located at the Central Warehouse, 660 Brook Street, Rocky Hill. 

Additional responsibilities include: 

• Accountable for the supervision of our Asset Management Unit responsible for 20,105 asset records valued at over $3 billion. Oversee the annual physical inventory reconciliation process and the annual stockroom physical inventory process.   
• Accountable for the supervision of Inventory Procurement centralized purchasing with $30 million in inventoried commodities procured through the Core-CT Financials System for twelve (12) Materials Management stockrooms and one (1) Central Warehouse supporting the Department’s highway, fleet, and facility infrastructure including the purchase of winter commodities. 
• Accountable for the supervision of Fuel Control Operations responsible for purchasing, inventory control and distribution of Motor Vehicle Fuel (Unleaded and Diesel) for 71 fuel stations located statewide. 
• Assist DOT Project Engineers with Fuel Station tank replacement projects to determine appropriate tank sizes.
• Oversee, prepare, participate, and maintain budgetary commitment expenditures data for the Departments $25M annual Snow & Ice Program and the statewide Fueling Infrastructure.  
• Oversee the inventory control of Road Salt Liquid Magnesium Chloride and Motor Vehicle Fuel. Ensure commodities are properly inventoried and accounted for via inventory receipts and depletions. Ensure fuel inventories are properly monitored and administered in accordance with Connecticut General Statutes, Sections 22a-449 and 4-36 and Connecticut Department of Energy & Environmental Protection (of latest issue). 
• Assist with preparing, reviewing and revising bid specifications for scheduled term buying contracts; perform bid reviews and provide award recommendations; research and analyze resource availability; perform price analyses; review market trends; ensure material quality assurance through laboratory testing and analyze results for contract specification compliance. Identify and pilot new sources of materials to realize cost savings through efficiencies, i.e.: Road Salt, Liquid Magnesium Chloride, Motor Vehicle Fuel, Highway and Bridge material and other stocked commodities.    

WHO WE ARE

As one of Connecticut's largest State agencies, DOT employs approximately 3,300 individuals statewide in five distict bureaus. It is the DOT's mission to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

Learn more about our mission, vison, and values by clicking here!

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state 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.

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. 

To Apply:

• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this 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.
• Please 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.
• In order to receive educational credits toward qualification for this job posting, 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 recruiter listed on this job posting.
  
  
• 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.

FOR ASSISTANCE IN APPLYING:

• Please read or watch our Applicant Tips on How to Apply!

Important Information After You Apply:

• 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.
• Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
• 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.

Connect With Us:

• Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Jasmyn.Raymond@ct.gov. 
• Follow the State of Connecticut on LinkedIn.
  

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.
• 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

• Supervisory experience over a diverse workgroup
• Experience working with CORE-CT modules: Financials, Inventory, Asset Management and HRMS (time and labor)
• Experience with Asset Management inventory controls and surplus policies 
• Experience with procuring inventoried commodities/items for multiple locations
• Experience working independently and as part of a team in an environment with changing work priorities
• Customer service experience including corresponding and communicating with both internal and external customers
• Experience with Microsoft Office Suite; Teams, Outlook, Excel, PowerPoint, and Word
• Experience prioritizing work assignments and delegating
• Experience detecting issues and problem solving

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.