Office Associate - Voucher Control

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 - 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. 

Major Function

Under direct supervision of the Public Service Administrator/Supervisor of the Voucher Control Unit, the Office Associate compiles and verifies vouchers with balance reports and may contact agencies regarding balancing inquiries and travel vouchers. The incumbent utilizes Statewide Accounting Management System (SAMS) to conduct voucher research. The Office Associate provides general office support including handling routine correspondence, mail, filing, and answering phones.

Job Responsibilities

• Reconciles voucher reports and maintains voucher files.

Prepares paper vouchers in batch order and then pulls remittance copies by comparing batch numbers between vouchers and queries ran in Microsoft Access.
Provides vouchers to Warrant Distribution to dispense with matching warrants and then files the vouchers. 
Maintains a daily log on all vouchers accepted for the day.

• Receives balancing report with accompanying paper vouchers from agencies.

Verifies signature/certification and confirms that information matches what is shown on Illinois Office of Comptroller (IOC) balancing reports (IA5A)
Releases commercial voucher files on Payment Voucher Submission and Status (PVSB) screen in SAMS for processing during nightly cycle
Notifies agency or supervisor of detected errors
Maintains an intranet log of information on files received.

• Provides general office support.

Opens, date stamps and distributes incoming mail.
Maintains supplies for Voucher Processing and Pre-Audit Units.

• Maintains a log of all modified vouchers from error resolution by entering all needed agency and voucher information onto the Intranet State Accounting voucher work section. Files the modifications, by date, for storage.
• Enters commercial vouchers into SAMS.  Researches and determines the status of vouchers by inquiring on SAMS and physically looking for misplaced vouchers.

Minimum Qualifications

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

Preferred Qualifications

• Prefers a minimum of six (6) months of experience maintaining satisfactory working relationships with other employees and the public.
• Prefers experience working in an office setting with responsibilities requiring monitoring and reviewing information to detect errors or assess problems.

Knowledge, Skills, and Abilities

• Requires extensive knowledge of composition, grammar, spelling and punctuation.
• 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 ability to operate commonly used manual and automated office equipment and perform routine maintenance.
• Requires ability to maintain satisfactory working relationships with other employees and   the general public.
• May require ability to train and instruct employees.
• Requires skill to accurately keyboard.
• May require knowledge of machines and materials used for specific jobs.
• May require ability to care for and operate basic and complex types of equipment and accessories.
• May require mechanical aptitude.
• May require knowledge of storekeeping and warehousing methods and procedures in the receipt, storage and shipment of a variety of goods.
• May require possession of an appropriate Illinois driver’s license.
• May require working knowledge of bookkeeping principles and practices.

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.