<p>Introduction</p> <p>The State of Connecticut Military Department (CTMD) is accepting applications for a Associate Fiscal/Administrative Officer position located in the Governor William A. O'Neill Armory, located in Hartford, CT.</p> <p>What We Can Offer You:</p> <ul> <li>Visit our new State Employee Benefits Overview page! </li><li>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. </li><li>Professional growth and development opportunities. </li><li>A healthy work/life balance to all employees. </li><li>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. </li></ul> <p>POSITION HIGHLIGHTS:</p> <p>First-shift 40 hours per week Monday through Friday, 8:00am - 4:30pm Situational telework only available after completion of a Working Test Period, if applicable</p> <p>THE ROLE:</p> <p>This position is responsible for the leadership and oversight of the Accounts Payable (AP) and Grant Units. Responsibilities to include:</p> <ul> <li>Leadership & Oversight: Supervises AP and Grant staff, ensuring efficient workflow and compliance with financial policies. </li><li>Budget & Financial Management: Monitors accounts, approved expenditures, prepares projections and ensures State and grant funds are allocated properly. </li><li>Regulatory Compliance: Ensures adherence to federal. state, and organizational policies regarding payments and grant spending. </li><li>Reporting & Analysis: Prepares financial reports, audits gran expenditures, and provides insights for budget planning. </li><li>Process Improvement: Identifies inefficiencies, recommends updates to financial procedures, and ensures optimal performance. </li><li>Stakeholder Coordination: Works with vendors, grant recipients, auditors, and internal departments to ensure seamless financial operations. </li></ul> <p>The Accounts (AP) Unit: Handles processing and reconciliation of invoices, vendor payments, and Accounts Receivables (AR).</p> <p>The Grants Administration Unit: Manages financial aspects of grant funding, ensuring compliance with regulations, tracking expenditures, seeing reimbursement and reporting to stakeholders.</p> <p>ABOUT US:</p> <p>We are a unique dual-status agency, having both federal and state missions. The CTMD'S primary public responsibilities are:</p> <p>(1) To support the CT National Guard enabling the National Guard to provide ready units for Federal or State requirements;</p> <p>(2) To train, resource and coordinate state emergency response assets, and;</p> <p>(3) To plan for and protect citizens and their property in times of war, terrorism, invasion, rebellion, riot or disaster.</p> <p>The Connecticut Military Department (CTMD) is dedicated to carrying out military operations with environmental responsibility.</p> <p>FOR ASSISTANCE IN APPLYING:</p> <p>Please visit our 'Applicant Tips on How to Apply' page.</p> <p>Selection Plan</p> <p>FOR ASSISTANCE IN APPLYING:</p> <p>Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.</p> <p>BEFORE YOU APPLY:</p> <ul> <li>Current Agency Employee: 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. </li><li>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. </li><li>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. </li><li>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. </li><li>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. </li><li>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 DAS.SHRM@ct.gov. </li><li>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. </li><li>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. </li></ul> <p>AFTER YOU APPLY:</p> <ul> <li>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). </li><li>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! </li><li>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. </li><li>The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. </li><li>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 www.ct.gov/ethics. </li></ul> <p>QUESTIONS? WE'RE HERE TO HELP:</p> <p>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 Human Resources at mil.hr@ct.gov.</p> <p>Join the State of Connecticut and take your next career step with confidence!</p> <p>PURPOSE OF JOB CLASS (NATURE OF WORK)</p> <p>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.</p> <p>EXAMPLES OF DUTIES</p> <ul> <li>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; </li><li>Plans office workflow and determines priorities; </li><li>Schedules, assigns, oversees and reviews work; </li><li>Establishes and maintains office procedures; </li><li>Provides staff training and assistance; </li><li>Conducts or assists in conducting performance evaluations; </li><li>Acts as liaison with other operating units, agencies and other officials regarding policies and procedures; </li><li>Prepares and analyzes complex financial statements and reports and budget requests; </li><li>Projects expenditures and assists in financial planning; </li><li>Maintains fiscal controls by authorizing non-routine expenditures; </li><li>Manages various phases of budget process; </li><li>Makes recommendations on policies and standards; </li><li>Oversees maintenance of accounting records; </li><li>Utilizes EDP systems for financial records, reports, and analyses; </li><li>May oversee implementation and analysis of financial and administrative EDP applications; </li><li>May oversee grant and contract administration; </li><li>May oversee payroll; </li><li>May perform complex purchasing tasks such as preparing specifications, soliciting bids and recommending contract awards; </li><li>May oversee leasing functions including negotiating contracts and space requirements; </li><li>May supervise support services such as stores, inventory, security, mailroom, food service or maintenance; </li><li>May supervise payroll, purchasing and/or other fiscal and administrative functions; </li><li>Performs related duties as required. </li></ul> <p>KNOWLEDGE, SKILL AND ABILITY</p> <ul> <li> <p>Considerable knowledge of principles and practices of public administration with special reference to governmental budget management, governmental accounting, and payroll;</p> </li><li> <p>Knowledge of</p> </li><li> <p>grants and contracts preparation and administration;</p> </li><li> <p>purchasing principles and procedures;</p> </li><li> <p>payroll practices and procedures;</p> </li><li> <p>Considerable</p> </li><li> <p>interpersonal skills;</p> </li><li> <p>oral and written communication skills;</p> </li><li> <p>Considerable ability in preparation and analysis of financial and statistical reports;</p> </li><li> <p>Ability to</p> </li><li> <p>understand and apply relevant state and federal laws, statutes and regulations;</p> </li><li> <p>utilize EDP systems for financial management;</p> </li><li> <p>Supervisory ability.</p> </li></ul> <p>MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE</p> <p>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.</p> <p>MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE</p> <p>One (1) year of the General Experience must have been at the professional working level of Fiscal/Administrative Officer, Accountant, or Payroll Officer 2.</p> <p>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.</p> <p>MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED</p> <ul> <li> <p>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.</p> </li><li> <p>A Master's degree in public administration, business administration or accounting may be substituted for one (1) additional year of the General Experience.</p> </li><li> <p>For state employees experience at the level of a Purchasing Services Officer 1 substitutes for the General and Special Experience on a year for year basis.</p> </li></ul> <p>PREFERRED QUALIFICATIONS</p> <ul> <li>Experience with governmental accounting and budgeting. </li><li>Experience with State/Federal grant administration. </li><li>Experience with budget preparation including, but not limited to, the biennial budget process and CFSR. </li><li>Experience in recording complex journal entries. </li><li>Experience working with Chartfield Maintenance forms and account coding charts. </li><li>Experience with financial report analysis, troubleshooting variances and account reconciliations. </li><li>Experience working with multiple funding sources. </li><li>Experience with PeopleSoft Financial Modules (HRMS/Financials) and Reporting Systems (EPM/STARS) and preparing state-wide financial reports. </li><li>Experience with State Telecommunications Program, (Softeligent). </li><li>Experience with Outlook, Word, Teams and Excel (including pivot tables and advanced formulas). </li></ul> <p>Conclusion</p> <p>AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER</p> <p>The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.</p> <p>ACKNOWLEDGEMENT</p> <p>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.</p>