Administrative Associate Jobs in Springfield, MA

Introduction

\r\n\r\n\r\nDo you want to utilize your skills and make a difference? Are you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity!\r\n\r\n\r\nThe State of Connecticut, Department of Public Health (DPH), is currently seeking a qualified and experienced candidate for the position of Associate Fiscal Administrative Officer to join our team within the Operations Support Services Section. This role will be part of the Budget Unit.\r\n \r\n\r\nHighlights:\r\n\r\n\r\n LOCATION: Hartford, CT\r\n SCHEDULE: Full-Time, First Shift, 40 hours per week, with a typical work schedule of Monday - Friday.\r\n There may be opportunity for a partial telework schedule and flexible/alternate work schedules may be available.\r\n\r\n\r\n\r\n\r\n\r\n\r\nWhat We Can Offer You:\r\n\r\n\r\n As a State of Connecticut employee, we offer the same competitive benefits which you are accustomed (Visit our new State Employee Benefits Overview page)\r\n Professional growth and development opportunities.\r\n A healthy work/life balance to all employees.\r\n\r\n\r\n\r\n\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n You Will Discover The Opportunity To:\r\n \r\n Showcase your talents in a meaningful role;\r\n Provide support to a division that is passionate about the work we do;\r\n Work together in a collaborative team environment.\r\n \r\n The Role:\r\n \r\n \r\n The position will be responsible\r\n for overseeing the following functions: \r\n \r\n \r\n Manages various phases of the grant\r\n budget process; \r\n Oversees maintenance of accounting\r\n records; \r\n Provides staff training and\r\n assistance; \r\n Projects expenditures and assists\r\n in financial reporting. \r\n This position may require managing\r\n staff of all professional levels. \r\n The ideal candidate should also\r\n have demonstrated experience streamlining and implementing process improvements.\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n About Us:\r\n \r\n \r\n \r\n The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.\r\n \r\n \r\n DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n

Selection Plan

In order to be considered for this job opening, you must be a current State of CTemployee, 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 mustspecify your qualifications on your application.\r\n\r\nFOR ASSISTANCE IN APPLYING:\r\nCheck out ourApplicant Tips on How to Apply! Need more resources? Visit ourApplicant Toolkitfor additional support throughout the recruitment process.\r\nBEFORE YOU APPLY:\r\n\r\n 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. \r\n 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 by the closing date listed on the job posting.\r\n Resume Policy:PerPublic 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.\r\n 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.\r\n 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 emailingDAS.SHRM@ct.gov.\r\n 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.\r\n\r\n\r\n Note: Theonly wayto apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center job posting.\r\n\r\nAFTER YOU APPLY:\r\n\r\n Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check yourPersonal Status Boardregularly.\r\n For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."\r\n 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). \r\n\r\n\r\n Prepare For An Interview:Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpfulInterview Preparation Guideto make the best impression!\r\n 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.\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.\r\n 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 atwww.ct.gov/ethics.\r\n\r\n\r\n This employer may participate in EVerify and will provide the federal government with your Form I9 information to confirm work authorization.\r\n\r\nQUESTIONS? WE'RE HERE TO HELP:\r\nDue 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 toJulie Barker at Julie.Barker@ct.gov.\r\nJoin the State of Connecticut and take your next career step with confidence!\r\n

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.\r\n

EXAMPLES OF DUTIES

\r\n\r\n\r\n 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;\r\n Plans office workflow and determines priorities;\r\n Schedules, assigns, oversees and reviews work;\r\n Establishes and maintains office procedures;\r\n Provides staff training and assistance;\r\n Conducts or assists in conducting performance evaluations;\r\n Acts as liaison with other operating units, agencies and other officials regarding policies and procedures;\r\n Prepares and analyzes complex financial statements and reports and budget requests;\r\n Projects expenditures and assists in financial planning;\r\n Maintains fiscal controls by authorizing non-routine expenditures;\r\n Manages various phases of budget process;\r\n Makes recommendations on policies and standards;\r\n Oversees maintenance of accounting records;\r\n Utilizes EDP systems for financial records, reports, and analyses;\r\n May oversee implementation and analysis of financial and administrative EDP applications;\r\n May oversee grant and contract administration;\r\n May oversee payroll;\r\n May perform complex purchasing tasks such as preparing specifications, soliciting bids and recommending contract awards;\r\n May oversee leasing functions including negotiating contracts and space requirements;\r\n May supervise support services such as stores, inventory, security, mailroom, food service or maintenance;\r\n May supervise payroll, purchasing and/or other fiscal and administrative functions;\r\n Performs related duties as required.\r\n\r\n\r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n\r\n\r\n Considerable knowledge of principles and practices of public administration with special reference to governmental budget management, governmental accounting, and payroll;\r\n Knowledge of\r\n \r\n grants and contracts preparation and administration;\r\n purchasing principles and procedures;\r\n payroll practices and procedures;\r\n \r\n \r\n Considerable\r\n \r\n interpersonal skills;\r\n oral and written communication skills;\r\n \r\n \r\n Considerable ability in preparation and analysis of financial and statistical reports;\r\n Ability to\r\n \r\n understand and apply relevant state and federal laws, statutes and regulations;\r\n utilize EDP systems for financial management;\r\n \r\n \r\n Supervisory ability.\r\n\r\n\r\n\r\n

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, payroll, purchasing) at least one of which must be an accounting, budgeting, or payroll function.\r\n

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been at the professional working level of Fiscal/Administrative Officer,Accountant, or Payroll Officer 2.\r\nNOTE: 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.\r\n

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

\r\n \r\n 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.\r\n \r\n \r\n A Master's degree in public administration, business administration or accounting may be substituted for one (1) additional year of the General Experience.\r\n \r\n \r\n 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.\r\n \r\n\r\n

PREFERRED QUALIFICATIONS

\r\n\r\n Experience administering state,\r\n federal and privately funded grants.\r\n Experience with supervision and management of\r\n professional and para-professional staff.\r\n Experience preparing and presenting financial\r\n reports and statements.\r\n Experience in resolving requisition and/or\r\n purchase order budget errors within the CORE-CT administrative system.\r\n Experience working in a team environment.\r\n\r\n\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n

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.\r\n