DCJ Associate Fiscal/Administrative Officer

Recruitment # 240520-0462CJ-001

Location Rocky Hill, CT

Date Opened 5/20/2024 4:00:00 PM

Salary $88,106.00 - $115,582.00/year

Job Type Open to the Public

Close Date 6/4/2024 11:59:00 PM

Go Back Apply View Benefits (http://portal.ct.gov/DAS/smART/General-Employee-Benefits)

• Introduction

  The Division of Criminal Justice (Division) (https://portal.ct.gov/DCJ) and its employees are committed to the fair and equal administration of justice in Connecticut. To this end, the Division acknowledges its duty to investigate and prosecute matters within its jurisdiction diligently, ethically and impartially, honoring its constitutional and common law foundations. By ensuring that the criminal laws of the State of Connecticut are enforced fairly and constitutionally, the Division honors the rule of law upon which our nation is founded. Accomplishing this mission depends upon skill, creativity, and constructive interaction of all Division employees with the law enforcement community and advocacy in the highest traditions of the Office of State's Attorney, the first public prosecutor in America.

  We are recruiting for a full-time DCJ Associate Fiscal/Administrative Officer (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=0462CJhttps://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=0462CJ&LinkSpec=RecruitNum2&R1=&R3=) to work in our Rocky Hill office. The work schedule is Monday through Friday, with core hours of 8:00AM to 5:00PM. NOTE: This is an Unclassified position.

THE ROLE:

The individual in this role will be responsible for a full range of professional accounting as well as administrative tasks within the Financial Services Unit. Specific duties of this position, include:

• Monitoring and analyzing Federal and State grant expenditures for fiscal compliance with the grant requirements and proper account coding.

• Review and reconciliation of grand funded expenditures.

• Preparation, review and submission of complex quarterly expenditure reports and grant closeout reports.

• Processing quarterly grant drawdowns in the Payment Management System.

• Preparation, review and submission of complex State reports including but not limited to SEFA, GAAP, Funds awaiting distribution and other related state reports.

• Assisting unit with accounts payable, accounts receivable, purchasing, asset management and p-card reconciliation.

NOTE: The selected candidate will be required to complete a background check.

Selection Plan

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: Individuals invited to interview may be required to submit additional documentation, which supports their qualifications for this position. These documents may include: writing samples, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. Candidates invited to interview may be required to submit additional documentation which supports their qualification(s) for this position, such as a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

All communication with applicants will be through the JobAps system, so applicants are encouraged to check for updates to their JobAps portal account. Please ensure that you are utilizing the correct email address for notices to be sent to you from the JobAps system. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

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 DCJ.HR@ct.gov. (DCJ.HR%20%3CDCJ.HR@ct.gov%3E)

Questions about this position should be directed to the hiring agency's human resources office: DCJ.HR@ct.gov (DCJ.HR%20%3CDCJ.HR@ct.gov%3E) , 860-258-5800.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Division of Criminal Justice this class is accountable for acting as a working supervisor over a variety of fiscal and administrative functions.

EXAMPLES OF DUTIES

• Plans office work flow and determines priorities;

• Schedules, assigns, oversees and reviews work;

• Establishes and maintains office procedures;

• Provides staff training and assistance;

• Conducts or assists in conducting performance evaluations;

• Acts as liaison with other operating units, agencies and other officials regarding policies and procedures;

• Prepares and analyzes complex financial statements and reports and budget requests;

• Projects expenditures and assists in financial planning;

• Maintains fiscal controls by authorizing non-routine expenditures;

• Manages various phases of budget process;

• Makes recommendations on policies and standards;

• Oversees maintenance of accounting records;

• Supervises personnel, payroll, purchasing and/or other fiscal and administrative functions;

• May oversee implementation and analysis of financial and administrative EDP applications;

• May oversee grant and contract administration;

• May perform complex purchasing tasks such as preparing specifications, soliciting bids and recommending contract awards;

• May oversee leasing functions including negotiating contracts and space requirements;

• May supervise support services such as maintenance, duplicating services, switchboard, mailroom, food service, security and housekeeping;

• 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 and governmental accounting;

• Knowledge of

• grants and contracts preparation and administration;

• purchasing principles and procedures;

• personnel and 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

  Seven (7) years of experience in a combination of fiscal administrative functions (e.g., accounting, accounts examining, budget management, grants administration, personnel, payroll, purchasing) at least one of which must be an accounting or budgeting function.

  MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

  One (1) year of the General Experience must have been at the professional working level of Fiscal/Administrative Officer or Accountant.

  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.

  PREFERRED QUALIFICATIONS

  Preference will be given to candidates with the following:

• Experience applying contract terms to financial grant documents and invoices.

• Experience reconciling federal accounts.

• Experience reviewing accounts, ledgers, and expenditure data.

• Experience interpreting and implementing GAAP accounting methods and procedures to grants.

• Experience working with Microsoft Office 365 Suite with emphasis in Excel.

• Experience using Federal Databases.

• Strong interpersonal, written, and oral communication skills.

  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.

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