Assistant Secretary Jobs in Springfield, MA (NOW HIRING)

Introduction

\r\n\r\n\r\n\r\nThe State of Connecticut, Secretary of State (SOTS) is recruiting for a Fiscal/Administrative Assistant. The ideal candidate for this position thrives in a collaborative environment and is committed to delivering exceptional administrative and fiscal support in service of the agency's mission.\r\n\r\n\r\nWHAT WE CAN OFFER YOU\r\n\r\n\r\n 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\nPOSITION HIGHLIGHTS\r\n\r\n\r\n Full-Time, 40 hours per week\r\n Monday through Friday\r\n Location: Hartford, CT\r\n\r\n\r\nABOUT THE ROLE\r\n\r\nIn addition to the examples of duties listed below, the primary functions of this position includes:\r\n\r\n\r\n Performing a variety of fiscal and administrative duties, including coordinating asset processing, tagging, surplus and disposal activities, and year-end inventory;\r\n Maintaining and reconciling financial records;\r\n Supporting accounts payable processes;\r\n Assisting with purchasing and contract administration;\r\n Reviewing expenditures for budget compliance;\r\n Utilizing electronic financial systems to prepare reports and maintain accurate records.\r\n\r\n\r\nABOUT US\r\nThe Office of the Secretary of the State is designated by the Constitution and General Statutes of Connecticut as the official keeper of a wide array of public records and documents. As a vital source of information regarding various businesses, commercial lenders, elections, legislation, regulations and other areas, this office is responsible for responding to more than 600,000 request for information annually.\r\n

Selection Plan

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.\r\n\r\n\r\nIMPORTANT: 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.\r\n\r\n\r\nBEFORE YOU APPLY\r\n\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: 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.\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 emailing DAS.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 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.\r\n\r\n\r\nAFTER YOU APPLY\r\n\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 your Personal Status Board regularly. 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 Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this Interview Preparation Guide to 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, but your application may be considered 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 at www.ct.gov/ethics.\r\n\r\n\r\nCONNECT WITH US\r\n\r\n\r\n 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.\r\n If you have any questions about this recruitment, please contact Christine Martin at Christine.Martin@ct.gov.\r\n Follow the State of Connecticut on LinkedIn to stay updated on our career opportunities and news.\r\n\r\n\r\n

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for performing a combination of basic paraprofessional work, and highly complex clerical work in fiscal and administrative functions.\r\n

EXAMPLES OF DUTIES

\r\n\r\n\r\n Performs paraprofessional level work in fiscal and administrative activities;\r\n Independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts;\r\n Independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities;\r\n Prepares simple financial statements and assists in preparation of complex financial statements;\r\n Calculates rates involving complex arithmetical formulas;\r\n Gathers and consolidates payroll and expenditure data for budget preparation;\r\n Ensures that expenditures plus encumbrances are within appropriation limits;\r\n Reviews routine expenditures for compliance with itemized budgets;\r\n Utilizes EDP systems for financial records and reports;\r\n Independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals;\r\n Independently prepares renewal or new contracts based on awards;\r\n Ensures that routine payments are in compliance with contract provisions;\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 Knowledge of\r\n \r\n bookkeeping, financial record keeping and basic governmental accounting principles and practices;\r\n basic procedures of budget preparation and control;\r\n payroll procedures, purchasing procedures and contract preparation;\r\n \r\n \r\n Skills\r\n \r\n interpersonal skills;\r\n oral and written communication skills;\r\n \r\n \r\n Considerable ability in arithmetic computations;\r\n Ability to\r\n \r\n audit financial documents;\r\n understand and apply statutes and regulations;\r\n utilize EDP systems for financial management.\r\n \r\n \r\n\r\n\r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years of experience in complex clerical work in one or more fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing.\r\nNOTE: Complex clerical work is defined as generally routine fiscal/ administrative work, such as financial record keeping or examining, bookkeeping, requisitioning or payroll preparation at or above the level of Financial Clerk. Descriptions of these fiscal/administrative functions are attached\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 two (2) years.\r\n One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.\r\n\r\n\r\n

PREFERRED QUALIFICATIONS

Preference will be given to applicants with the following:\r\n\r\n\r\n Experience leading or supervising support services staff in areas such as stores, inventory or mailroom operations;\r\n Experience monitoring expenditures against an approved budget and reviewing invoices or requisitions for accuracy and compliance;\r\n Proficiency with Microsoft Excel for tracking, reconciling, and reporting fiscal or inventory data; and,\r\n Experience maintaining fixed asset and accountable item records in CORE-CT, including annual physical inventory.\r\n\r\n\r\n

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodialindividuals will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.\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