Office Associate / Accounts Receivable

Position Overview

COME JOIN A TRANSFORMATIVE TEAM, with a record of proven, positive impact to the State of Illinois.  The Illinois Office of the Comptroller is seeking applicants for the position of Office Associate / Accounts Receivable.

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 the general direction of the Receivables Manager, the Office Associate performs a variety of time-sensitive duties, including opening/distributing mail, recording receipts, preparing reports, scanning reports and documents, preparing and maintaining files for audit purposes and updating databases.

Job Responsibilities

• Receives, sorts and distributes all correspondence and documents received by the Fiscal and Payroll Department.
• Performs the entry and time-sensitive processing of information received from Pre-Need Licensing and Certification Enforcement (PLACE) Licensees.
  • The information from the Licensee’s receipts and reports are entered directly into the Comptroller’s Accounts Receivable Reporting System (CARRS).
  • Communicates daily with PLACE Staff and licensees to ensure accurate processing.
• Assists with the monthly processing to generate invoices for distributions to licensees for fees and penalties associated with participation in the PLACE Program. Communicates as necessary with PLACE Staff and other Fiscal Staff members to ensure accurate and timely processing.
• Performs the filing pertinent documents and the maintenance of Accounts Receivable Files.                                                                                                                                              
•  Performs daily scanning of PLACE Licensee Reports and Documents.

Minimum Qualifications

• Requires knowledge, skill, and mental development equivalent to completion of high school.
• Requires two (2) years of office experience.

Preferred Qualifications

• Prefer completion or equivalent to two (2) years of college, with courses in business or public administration, mathematics, accounting, or a related area.
• Prefer two (2) years of accounts receivable, bookkeeping, or fiscal related experience.
• Prefer professional experience in maintaining order and accurate financial records and providing customer service.

Knowledge, Skills, and Abilities

• Requires working knowledge of office practices, procedures and programs.
• Requires working knowledge of basic mathematics.
• Requires elementary knowledge of agency programs, rules and regulations.
• Requires ability to follow oral or written instructions.
• Requires skill to accurately keyboard.
• Requires ability to maintain satisfactory working relationships with other employees and the general public.

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.