Fiscal/Administrative Assistant

Recruitment #250915-1317AR-001

Location Hartford, CT

Date Opened 9/18/2025 12:00:00 PM Salary $65,979.00 - $83,953.00/year Job Type Open to Statewide Employees Close Date 9/29/2025 11:59:00 PM

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Introduction

The State of Connecticut Military Department (CTMD) is accepting applications for a Fiscal/Administrative Assistant (Purchasing) position at the Governor William A. O'Neill Armory, located in Hartford, CT.

WHAT WE CAN OFFER:

• Visit our new State Employee Benefits Overview page!
• Professional growth and development opportunities
• A healthy work/life balance to all employees
• Dedicated employee parking
  
  

POSITION HIGHLIGHTS:

• First-shift
• 40 hours per week
• Monday through Friday, 8:00am - 4:30pm
  
  

ABOUT US:

We are a unique dual-status agency, having both federal and state missions. The CTMD’S primary public responsibilities are:

• To support the CT National Guard enabling the National Guard to provide ready units for Federal or State requirements;
• To train, resource and coordinate state emergency response assets, and;
• To plan for and protect citizens and their property in times of war, terrorism, invasion, rebellion, riot or disaster.
  
  

The Connecticut Military Department (CTMD) is dedicated to carrying out military operations with environmental responsibility.

FOR ASSISTANCE IN APPLYING:

Please visit our 'Applicant Tips on How to Apply' page.

Selection Plan

FOR ASSISTANCE IN APPLYING:

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.

BEFORE YOU APPLY:

• You Must Be A Current State Employee: In order to be considered for this job opening, you must be a current State of CT employee, 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 must specify your qualifications on your application.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
  
  

AFTER YOU APPLY:

• 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).
• 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!
• 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.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• 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.
  
  

QUESTIONS? WE’RE HERE TO HELP:

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.

Join the State of Connecticut and take your next career step with confidence!

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.

EXAMPLES OF DUTIES

• Performs paraprofessional level work in fiscal and administrative activities;
• Independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts;
• Independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities;
• Prepares simple financial statements and assists in preparation of complex financial statements;
• Calculates rates involving complex arithmetical formulas;
• Gathers and consolidates payroll and expenditure data for budget preparation;
• Ensures that expenditures plus encumbrances are within appropriation limits;
• Reviews routine expenditures for compliance with itemized budgets;
• Utilizes EDP systems for financial records and reports;
• Independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals;
• Independently prepares renewal or new contracts based on awards;
• Ensures that routine payments are in compliance with contract provisions;
• Performs related duties as required.
  
  

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of
• bookkeeping, financial record keeping and basic governmental accounting principles and practices;
• basic procedures of budget preparation and control;
• payroll procedures, purchasing procedures and contract preparation;
• Skills
• interpersonal skills;
• oral and written communication skills;
• Considerable ability in arithmetic computations;
• Ability to
• audit financial documents;
• understand and apply statutes and regulations;
• utilize EDP systems for financial management.
  

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.

NOTE: 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

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 two (2) years.
• One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.
  
  

Preferred Qualifications

• Experience using Core-CT financials for purchasing, accounts payable and asset management.
• Experience with Microsoft Office Suite, Teams, Outlook, Word and Excel pivot table.
• Experience maintaining, balancing and reconciling accounts.
• Experience working with cooperative agreements.
• Experience with State procurement policies and procedures.
• Experience with Purchasing Card (P-card) program.
• Experience collaborating closely with other units for inquiries regarding payments, correct data, and documents.
• Experience working with Adobe Acrobat Pro and/or Adobe Sign.
• Experience with CTsource or similar state contracting portals is preferred, experience navigating solicitations and contracts.
• Experience communicating with internal and external stakeholders.
  
  

Special Requirements

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

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.

Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.