Accounting Specialist

Position Overview

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The Illinois Office of Comptroller (IOC) is seeking applicants for the position of Accounting Specialist for Voucher Control.

The Comptroller is the chief fiscal control officer for the Illinois government, charged by the Constitution with maintaining the state’s central fiscal accounts and ordering payments into and out of the appropriate funds. The office processes more than 16 million transactions annually and serves as a “fiscal watchdog” to ensure that all state payments meet the requirements of the law. The Comptroller’s office provides meaningful and timely fiscal information to help state policymakers adopt effective policies. The office continually seeks new ways to improve how it serves the public. The Comptroller has updated and streamlined the Comptroller’s website and has led the process of updating the state’s payroll and accounting systems. Comptroller Mendoza is committed to running the Office of Comptroller as a financial watchdog for the interest of Illinois citizens and to installing the most modern and transparent systems to make the state’s financial information available to all. 

Under direction of the supervisor of Voucher Control, the Accounting Specialist audits vendor certification documents received from agencies and vendors. The incumbent aids state agencies and vendors regarding the proper completion of certification forms and guidance as to the content of backup documentation. The account specialist audits the contents of documents and uses resources to determine a vendor’s eligibility to receive State payments and maintains vendor records in SAMS. The incumbent assists with 1099 processing, respond to vendor inquiries related to 1099s and processes 1099 corrections.  

Job Responsibilities

• Responsible for maintaining information that follows Internal Revenue Service (IRS) and State of Illinois rules without relying on system edits.
  • Interpret various business and tax-related guidance as it relates to the correct completion of W-9 & W-8’s.
  • Evaluate business types, audit the IRS documentation for appropriate taxpayer classification and check the W-9 & W-8’s against provided backup documents.
  • Backup documents vary between business types, and vendor staff must review each document to evaluate it for correct supporting information.
• Provide information and training to agency staff and vendors using conference calls and email to discuss certification issues.
  • Vendor staff must understand business types, IRS rules, tax reporting requirements.
  • Vendor staff represent the IOC in these matters, ensuring that laws and rules are followed in varying circumstances.
  • Vendor staff audit and analyze the entries made on Illinois Comptroller Statewide Accounting Management System (SAMS).
• Assist with the processing of 1099 forms.
  • Make corrections to 1099 forms.
  • Assist Vendors with any 1099 related questions.
• Place and remove holds on vendors for the Pre-Audit and Error Resolution Staff.
  • Monitor administrative holds from a vendor list each evening.
  • Run & audit daily internal IOC reports as well as running the daily IRS Vendor file each morning.
  • Maintain and process the Vendor Payment Program (VPP) files and analyze and audit balancing reports and verify files that have been released on both SharePoint and SAMS.

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of two (2) years of college.
• Requires one (1) year of related office experience.

Preferred Qualifications

• Prefers one (1) year of professional experience in an office setting.

Knowledge, Skills, and Abilities

• Requires ability to use computer-based programs.
• Requires ability to apply established accounting methods and techniques.
• Requires ability to operate commonly used manual and automated office equipment and perform routine maintenance.
• Requires ability to use analytical and fact-finding techniques.
• Requires ability to follow written and oral instruction of moderate complexity.
• Requires good written and oral communication skills.
• Require ability to maintain satisfactory working relationships with other employees and the public.
• May require a working knowledge of accounting techniques and procedures.
• May require ability to analyze routine accounting records and documents.

Benefits

This position is eligible to be a member of the State of Illinois Group Insurance program which includes health, dental, vision, and life insurance coverage options. Additionally, this position will annually accrue 12 paid sick days, a minimum of 12 paid vacation days, 4 paid personal days, and be afforded 14 paid state holidays, prorated based on start date. 

Equal Employment and Commitment to Diversity

The Illinois Office of Comptroller provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender, gender identity or expression, sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. The Illinois Office of Comptroller is committed to the fair and equal employment of individuals with disabilities under the ADA. It is the Illinois Office of Comptroller's policy to provide reasonable accommodation to qualified individuals with disabilities unless the accommodation would impose an undue hardship on the company. The Illinois Office of Comptroller prohibits any harassment of, or discriminatory treatment of, employees or applicants based on a disability or because an employee has requested reasonable accommodation. 

The Illinois Office of Comptroller is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the agency and are valued for their skills, experience, and unique perspectives. This commitment is embodied in agency policy and organizational culture.