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Accountant Advanced

We continually strive for a workforce that reflects the growing diversity within the State of Illinois. A variety of employee backgrounds, perspectives, ideas and experiences are crucial to our ability to most effectively serve the public. Bilingual skills welcome

Reasonable Accommodation Statement

The State of Illinois is committed to working with and providing reasonable accommodations to people with disabilities. Further, federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job, interview for a job, or for any other activity related to the hiring process. Examples of reasonable accommodation include, but are not limited to, making a change to the application process (if possible), providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

To be provided a Reasonable Accommodation during the hiring process, you will need to provide a certification of disability from a physician, psychiatrist, school official or an Illinois Department of Human Services (DHS) Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) Counselor. Supporting documentation should be uploaded under My Documents → Additional Documents section for each application.

Any questions on Reasonable Accommodations can be directed to Central Management Services Disability Resource Center at or call (217) 524-7514 for further information and to request or discuss an accommodation.

Sponsorship for Employment

The State of Illinois does not provide sponsorship for employment visa status (e.g. H-1B visa status). To be considered for permanent employment with the State of Illinois, applicants must be currently authorized to work in the United States on a full-time basis.

Disclosure of Salary Information

In compliance with the Illinois Equal Pay Act, 820 ILCS 112/1 et seq., the State does not seek, request, or require a job applicant’s wage or salary history.  Employment decisions are not made based on an applicant’s wage or salary history.  To that end, please do not include wage or salary information in your resume or other profile or application materials.

Date:  Mar 13, 2023

Springfield, IL, US, 62704-4462

Job Requisition ID:  24752

Agency :  Emergency Management Agency 

Opening Date/Time: 3/14/2023
Closing Date/Time: 03/27/2023
Salary:   $4,525 - $6,622/month  
Job Type:   Salaried Full Time  
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU:   RC062  



Position Marketing Statement: IEMA is seeking a candidate for the position of Accountant Advanced within the Bureau of Fiscal, Federal Deposits and Reporting Unit. The Federal Deposits and Reporting Unit is responsible for the drawdown of federal funds and the associated state and federal reporting encompassing over 30 grants, currently totaling over $1.7 billion. The individual in this position will focus on grants related to the Mitigation, Public Assistance, Individual Assistance, and Preparedness Programs. The ideal candidate will have experience in state or federal grants, a strong attention to detail, and the ability to work successfully in a deadline-driven setting. Our employees work in an ever-changing environment that presents new challenges and rewarding results. If you are interested in joining our team of compassionate and integrity driven workforce, we invite you to apply for the Accountant Advanced position with IEMA!


About the Agency Statement: Are you ready to make a difference in the lives of others? The Illinois Emergency Management Agency (IEMA) is a team of emergency management professionals who support local communities by providing experience, perspective, and resources to help residents prepare for, mitigate, respond to, and recover from threats, hazards, disasters or emergencies. IEMA is the lead agency for disasters and emergencies statewide and plays a key role in protecting the health, life, and safety of all Illinoisans.



This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.


****Resume preferred, but not required****


Current State Employees:  If you are seeking a TRANSFER, please remember to upload a State of Illinois Department of Central Management Services American Federation of State, County, and Municipal Emplouees (AFSCME) - Employee Transfer Request form.


All applicants who want to be considered for this position MUST apply electronically through the website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.


Posting Identification: 24752

Job Responsibilities

1.   Independently performs complex accounting and auditing work involving the maintenance of several internal accounting spreadsheets consisting of ledgers, sub-ledgers, letters of credit, and reconciliations for assigned funds and grant accounts.

  • Prepares, reviews, and reconciles list of vouchers for payment. Completes various documents for the transfer or receipts of funds, completes federal draws and submits for approval, creates and maintains appropriate documentation, and updates spreadsheets and the agency accounting system as needed.
  • Maintains, reviews, and reconciles ledgers for multiple federal grants in collaboration with program managers, budget manager, and supervisor. Verifies authorized amounts in federal system and completes the necessary action in System Applications and Products (SAP).
  • Prepares, examines, and summarizes all assigned federal cash accounts including the monitoring of cash on hand to ensure expenditure needs are met on a timely basis, yet maintaining a minimal amount of cash on hand.
  • Reviews, creates, or corrects formulas on an ongoing basis to ensure accuracy and completeness of reports and documentation.

2.   Performs monthly reconciliations for assigned state and federal funds utilizing reports from the agency’s accounting system (SAP), the Comptroller’s Statewide Accounting Management System (SAMS) monthly reports, and query results from the SAMS Warehouse.

  • Prepares account reconciliations for assigned funds including receipts, cash balances, and expenditures.
  • Coordinates with supervisor and other fiscal or agency staff to investigate any discrepancies and develop an appropriate course of action.
  • Develops and provides substantial supporting documentation for supervisor review.

Job Responsibilities Cont.

3.   Performs complex accounting and auditing work involving assigned funds and grant accounts in the preparation, examination, and summarization of related financial reports and statements for state and federal usage.

  • Prepares, maintains, provides, and reconciles with program managers all expenditures, receipts, refunds, and other federal transactions involving grant funds.
  • Collaborates with program managers, supervisor, and any relevant department when discrepancies are found and recommends appropriate action.
  • Prepares and reviews the financial records, reports, and supporting documentation to ascertain completeness and accuracy prior to submitting to supervisor or state and federal entities.
  • Verifies and submits the quarterly federal financial reports for assigned funds.

4.   Utilizes the agency accounting system (SAP) to complete transactional data for communicating receipts between the Federal Deposits & Reporting (FDR) Unit, the Office of the Comptroller, and the Office of the Treasurer, as well as to create and maintain grant-related information.

  • Completes journal entries to record receipt of funds and uploads all backup materials.
  • Generates reports for reconciliations and to provide supporting documentation.
  • Utilizes various T-Codes and report features to investigate issues and collaborate with other fiscal staff.
  • Creates new grants, sponsored programs, and internal orders numbers as needed. Requests budget to be added or modified and updates necessary information in SAP.

Job Responsibilities Cont.

5.   Coordinates with supervisor as well as Accounts Receivable, Accounts Payable, and Budget staff on recurring accounting processes, complex accounting problems, and implementation of new procedures or requirement changes.

  • Works with supervisor to inform Grant Program staff of the procedures relating to the draw down of federal funds and the associated timelines.
  • Works with Accounts Receivable staff on the processing of federal refunds by providing financial details and/or assisting with required documentation and journal entries.
  • Works with Accounts Payable staff by analyzing voucher payment information and recommending appropriate fiscal actions relating to expenditures. Communicates with supervisor, Accounts Payable staff, and Accounts Payable Manager when funds are available, and when payments can be released.
  • Works with Budget and Grant Program staff to verify monthly payroll expenditures for employees paid with federal funding. Obtain, verify, and maintain required documentation associated with employee hours charged to federal funds.
  • Identifies funding shortfalls and communicates such issues to supervisor and relevant fiscal and/or program staff with recommended fiscal action.
  • Assists other staff as necessary to ensure timely processing of fiscal documents and to ensure cross training of fiscal activities.

Job Responsibilities Cont.

6.   Develops and maintains official accounting records for assigned state and federal funds including, but not limited to, all supporting documentation related to reconciliations, federal financial reports, grant awards, fund ledgers, and other documents meant to provide an adequate audit trail and in accordance with record retention requirements.

  • Creates and maintains all supporting documentation and records in a manner that will meet the scrutiny of all federal, state, and agency audits.
  • Prepares detailed reports and responses to satisfy routine and special requests including, but not limited to, Generally Accepted Accounting Principles (GAAP), audit requests, legislative requests, and federal or state agency inquiries.
  • Works closely with program staff to collaborate on grant establishments or changes and to complete close-out documentation.
  • On an annual basis, works with appropriate agency staff to determine document eligibility for archiving and ensures process is completed in accordance with all state and federal record retention rules and regulations.

7.   Develops, implements, and maintains standard operating procedures for accounting processes and procedures related to the job duties performed.

  • On an annual basis, or when changes have occurred, reviews and updates existing policies and procedures relating to the position, ensuring accuracy and ease of use.
  • Collaborates with coworkers and supervisor to develop more efficient processes and useful job aides relating to duties within the Federal Deposits and Reporting Unit.
  • Collaborate with staff involved in other fiscal functions to share information and develop procedures relating to shared or intersecting process steps.

8.   Assist with agency needs, which may include supporting other agency functions, for a disaster response.
9.   Performs other duties as required or assigned which are reasonable and within the scope of duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of four (4) years of college, with courses in business administration and accounting.

2. Requires two (2) years of professional experience in accounting, external auditing, budgetary planning and control, or public accounting.

Preferred Qualifications

  • Two (2) or more years of professional experience working with federal grant programs or governmental accounting, including experience completing financial reconciliations.
  • Two (2) or more years of professional experience in the use of electronic spreadsheet software, such as MS Excel, including the creation of formulas and pivot tables, data validation, and formatting.
  • Two (2) or more years of professional experience using accounting and auditing theory, principles, methods, and procedures.
  • Two (2) or more years professional experience analyzing and interpreting complex accounting records and evaluating difficult accounting or auditing problems.
  • Two (2) or more years of professional experience preparing comprehensive accounting reports.
  • Two (2) or more years of experience using accounting systems (e.g., SAMS, ERP/SAP).
  • Two (2) or more years of experience utilizing MS Access, including experience creating and editing queries and generating reports.
  • Ability to establish and maintain satisfactory working relationships and to deal tactfully with controversial problems.

Conditions of Employment

1. Requires a criminal history check through the Illinois State Police.

2. Requires the ability to use state-issued equipment such as cell phone, laptop, etc.

Work Hours:  M-F 8:00 am - 4:30 pm  
Work Location: 1035 Outer Park Dr Springfield, IL 62704-4462  
Agency Contact:
Monica Williamson


Job Family:  Fiscal/Finance/Business  


This position [DOES NOT] contain “Specialized Skills” (as that term is used in CBAs).



Use the “Apply” button at the top right or bottom right of this posting to begin the application process.

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If you have questions about how to apply, please see the following resources:

State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid

Non-State employees: on – click “Application Procedures” in the footer of every page of the website.


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