OFFICE SPECIALIST-State Accounting Systems Administration

Position Overview

COME JOIN A TRANSFORMATIVE TEAM, with a record of proven, positive impact to the State of Illinois. 

The Illinois Office of Comptroller is seeking applicants for the position of Office Specialist - State Accounting Systems Administration.

The Comptroller is the chief fiscal control officer for 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. 

Major Function

Under general supervision, the incumbent performs complex, specialized paraprofessional office support or technical functions requiring substantial responsibility, technical knowledge and understanding of the State Accounting program and/or its applications. The Office Specialist completes assignments requiring a high degree of decision making and independent judgment utilizing a specialized body of knowledge in State Accounting Systems Admininstration, support ticket management and the Direct Warehouse Access Users Database.

Job Responsibilities

Documentation:

• Maintains the SAMS (Statewide Accounting Management System) Manual
  • Coordinates (2) two or more annual updates of the manual including detailed grammar review.
  • Maintains an up-to-date SAMS Manual coordinator list
  • Distributes manuals upon completion
  • Maintains the the archives and stock of manuals
• Assists in proofreading and sending e-newsletters, online help files or job aids, training documents, procedures, and other departmental files or documents

Ticketing:

• Reviews, audits, and maintains files and support tickets for the State Accounting Systems Administration (SASA) Department to ensure accuracy and completeness. 
  • Recommends updates or efficiencies
  • Reports out on progress
• Coordinates and tracks user access requests for State Accounting systems

System Assurance:

• Prepares and distributes daily warrant reports with monthly and yearly comparison information
• Manages daily cycle sheet updates and internal distribution
• Performs systems assurance reviews which may include but are not limited to Daily Warehouse Systems Assurance and the Daily Sytem Assurance

Scheduling:

• Supports scheduling meeting for the Systems Administration Department
• Coordinates use of any physical spaces for SASA

Performs other duties as required or assigned which are reasonably within the scope of duties defined above

Minimum Requirements

• Requires knowledge, skill and mental development equivalent to completion of two (2) years of college with courses in management, accounting, and business or public administration.

• Requires one (1) year of appropriate office experience in a public or business organization including experience in maintaining a Microsoft Access database, coordinating schedules on a department wide basis, and maintaining a complex procedures manual, or any equivalent combination of training and experience.

   

Environmental Demands

This position is performed in an office environment with long periods of sitting and repetitive hand movement required. Light lifting may also be required.

Knowledge, Skill, and Abilities

• Requires extensive knowledge of composition, grammar, spelling and punctuation.
• Requires ability to present ideas effectively in wrting and orally.
• Requires extensive knowledge of office principles, practices and procedures.
• Requires extensive knowledge of arithmetic computations.
• Requires extensive knowledge of office equipment, as appropriate to the position.
• Requires working knowledge of office programs, rules and regulations.
• Requires thorough knowledge of review of computer output.
• Requires ability to learn new data query tools and new system applications efficiently.
• Requires ability to utilize a personal computer and various software packages including but not limiteed to Microsoft Word, Access, PowerPoint, Excel and Adobe Acrobat.
• Requires ability to analyze procedures and recommend solutions.
• Requires ability to follow complex oral and written instructions.
• Requires ability to develop satisfactory working relationships with employees and the general public.
• Requires ability to apply logical reasoning in identifying and defining non-routine errors or problems, and determining appropriate course of action for resolution.
• Requires ability to exercise responsible judgment in making decisions in accordance with laws, rules and regulations and to interpret and apply agency policies and procedures.
• Requires ability to analyze situations accurately and take appropriate action including the ability to think and act quickly and effectively in emergencies.
• Requires ability to work independently and efficiently.
• Requires ability to prepare and maintain complex records and reports.
• Requires ability to read, assimilate information and data, and recall with a relatively moderate degree of proficiency.
• Requires ability to exercise courtesy, tact, and diplomacy in receiving callers, in dispensing and obtaining information.
• Requires experience in coordinating meetings and schedules.
• Requires ability to maintain confidential records and to work with confidential information.
• May require ability to configure complex databases.
• May require knowledge of standard query language commands for database manipulation.

*with or without reasonable accommodations.

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 up to 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.