Fiscal/Administrative Officer

Introduction

Are you ready to make a significant impact on the state's infrastructure and transportation network? We are seeking a dedicated and detail-oriented professional to join our Contracts Unit. As a key player in our team, you will independently manage and analyze contractor bid proposals, ensure compliance with federal guidelines, and maintain critical project documentation. 

The Bureau of Finance andAdministration, is currently recruiting for a position.

What We Can Offer You :
Visit our new page The opportunity to work for a Forbes top company: 'Forbes' - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule. Professional growth and development opportunities. A healthy work/life balance to all . Position Details :
This position is full time, Monday through Friday, 40 hours/week. This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the . Employees in their initial working test period must work on site in the office. Position Responsibilities :
This position will be responsible for reviewing and processing construction projects/contracts from bid advertisement to contract award and execution as well as reviewing and processing contractor prequalification applications for approval. We are looking for candidates with efficient analytical, administrative/processing skills, and the ability and willingness to adapt to a changing environment.

About Us :
It is our 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. Learn more about our mission, vison, and values  Ready to Apply? If you are a proactive professional with a passion for excellence and a desire to be part of a dynamic team, we want to hear from you Apply now to take the next step in your career and help us build a better future for our community.  Apply Today and Make a Difference

Selection Plan

Please visit our '' page or view our .

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 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.  In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. 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 question'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.  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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position.  Should you have questions pertaining to this recruitment, please contact Liz Pinette at . This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. 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 . 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. Read through this helpful link to .

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, facility or institution this class is accountable for independently performing a full range of tasks in professional level fiscal and administrative functions.

EXAMPLES OF DUTIES

Independently analyzes and reviews Contractor bid proposal documents for DOT Construction Projects, for compliance with various bid requirements. Independently analyzes/reviews financial bid analysis provided by the Estimating Unit. Requests and reviews bid pricing justification from contractor. Communicates/facilitates comments from the Districts and the Estimating Unit regarding the low bid analysis and contractor bid pricing justification. Independently, develops, analyzes, and maintains project status worksheets (utilizing MS Access database) highlighting contract/project specific requirements and milestone dates. Independently, prepares and communicates (verbal/written correspondence) low bid letter/package to the Contractor outlining required documents to be submitted prior to award of contract. Requests and monitors all required approvals for contract award and execution. Ensures that all Federal (FHWA & FTA) guidelines are adhered to, and that all federal requirements are met as it relates to construction contract bidding and award. Responsible for assisting the Contract Compliance Unit in the financial/administrative review and approval of Contractor’s DBE/SBE pre-award submittals. Computer Use/Knowledge – Independently develops and maintains various financial, contract and statistical data reports utilizing MS Access and Excel. Independently reviews/analyzes Contractor Pre-Qualification Applications for approval. The Unit analyzes/processes approximately 225 Prequalification applications on an annual basis. Independently assembles/prepares Construction Contract Documents for contract execution. Informs and provides direction to Contractors/customers regarding the various requirements of the Department’s Construction Contract Bidding and Award procedures. Independently reviews and approves Bid Proposal Request Forms allowing contractors to bid on specific types of construction projects. Advertises/Solicits bids for construction projects on the DAS State Contracting Portal. Monitors pre-bid questions from contractors and communicates with design staff regarding status of unanswered questions and forthcoming addenda. Posts required contract award information to the DAS State Contracting Portal. Create/enter contracts in CORE and processes new Vendor information. Create and approve Purchase Order Requisitions in CORE for office supplies for both the Contracts Unit and the Agreements Unit. Assists with developing and implementing procedures/policies related to the Contracts Unit’s area of responsibility. Administer electronic bid openings for construction projects utilizing electronic bidding software (Bid Express). May conduct annual inventory on Unit assets. Administer Right of Way (ROW) property bid openings and coordinates with ROW staff regarding bid openings and bid results. Performs related duties as required. More information can be found .

KNOWLEDGE, SKILL AND ABILITY

Knowledge of principles and practices of public administration with special reference to governmental budget management and governmental accounting; grants and contracts preparation and administration; purchasing principles and procedures; payroll practices and procedures; Skills interpersonal skills; oral and written communication skills; Ability to prepare and analyze financial documents and reports; interpret and apply statutes, regulations and administrative policies; utilize EDP systems for financial management.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Six (6) years ofexperience in a combination of fiscal/administrative functions (e.g.,accounting, accounts examining, budget management, grant administration,payroll, purchasing) at least one of which must be an accounting or budgetingfunction.*

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at or above the paraprofessional level, requiring the exercise of some independent judgment in the application of basic principles and procedures in accounting, budgeting, purchasing or related fiscal administration functions. NOTE: Connecticut Careers Trainee experience (target Fiscal/Administrative Officer or closely related class) is at the professional training level and above the paraprofessional 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 (l/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) year of the Special Experience. For state employees two (2) years as a Fiscal/Administrative Assistant may be substituted for the General and Special Experience. For state employees two (2) years as a Purchasing Assistant may be substituted for the General and Special Experience. Successful completion of a Connecticut Careers Trainee program approved by the Department of Administrative Services may be substituted for the General Experience and Special Experience. *Descriptions of these fiscal/administrativefunctions are attached

PREFERRED QUALIFICATIONS

Experience with customer service including corresponding and communicating with both internal and external customers at all levels including management/executive. Experience with Microsoft Office including Excel, Access and Word, including database/spreadsheet management and reporting. Experience with organizing and prioritizing multiple tasks.

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. 5-196of the Connecticut General Statutes, a job class is a position or group ofpositions that share general characteristics and are categorized under a singletitle for administrative purposes. Assuch, a job class is not meant to be all-inclusive of every task and/orresponsibility.

Overview

Employee Benefits As a State of Connecticut employee you may be entitled to a host of benefits that are not only attractive, but also may be portable should your career bring you to other avenues of state service. From 13 paid holidays to accruing vacation time, being a State of Connecticut employee not only gives you the opportunity to make a difference in someone’s life, but the time to enjoy your own. Listed below are just some of the benefits the State of Connecticut offers depending on the position you hold: Health & Dental Insurance Accrued Vacation, Personal and Sick Leave (Subject to the appropriate bargaining union contract or state statute and regulations.) Retirement Plan Group Life Insurance Supplemental Benefits Voluntary Defined Contribution Plans Flexible Spending Accounts (Dependent Care Program, Medical Flexible Spending, and Qualified Transportation) Supplemental Benefits Programs (Auto and Home Insurance, plus Short and Long Term Disability) Life Insurance State of CT Tuition Reimbursement Program Holidays

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