Office Associate / Warrant Distribution and Records Center

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 Associate for Warrant Records.

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. 

Under direction, the Office Associate provides clerical support within the Warrant Distribution & Records Center. This position follows standard office procedures in assisting in the processing of Bank One warrants, trailer deduction warrants and reports, payroll, ER warrants, bond, household payroll, HCFS/mercury, EFT warrants commercial, and medical specials. Additionally, this position assists with researching payment information on phone, emails correspondence and transmittal letters responding to warrant and voucher requests to EARS. The successful applicant for this position will be primarily assigned to the Record Center to assist with the phone inquiries.  However, this person may be detailed as needed, to perform IFT/Teamsters bargaining unit work in various units within Springfield Administrative Services.   

Job Responsibilities

• Follows standard office procedures in assisting in the processing of Bank One warrants, trail deduction warrants and reports, payroll, ER warrants, bond, household payroll, HCFS/mercury, EFT warrants commercial, medical specials.
• Verifies warrant information and assists with pulls for postmaster warrants and bank EFT from regular payroll trailers; maintains records for future references; pulls warrants for special handling as requested, Aids with warrant replacements.
• Provides support to internal and external inquiries including researching payments information on phones, emails correspondence and transmittal letters regarding warrant and voucher requests to EARS.
• Performs other duties as required or assigned which are reasonably within the scope of the duties above which may include temporary details to other units within Administrative Services.

Minimum Qualifications

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

Preferred Qualifications

• Prefers knowledge, skill, and mental development equivalent to the completion of two (2) years of college.
• Prefers a minimum of six (6) months of experience maintaining satisfactory working relationships with other employees and the public.
• Prefers six (6) months of experience working in an office setting with responsibilities requiring implementation of office practices, procedures, and programs.

Knowledge, Skills, and Abilities

• Requires 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. 
• May require ability to train and instruct employees. 
• May require a working knowledge of bookkeeping principles and practices. 
• May require ability to assist other areas of Record Center. 
• Requires knowledge of computer use and keyboard accurately.

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 10 paid vacation days, 4 paid personal days, and be afforded 13 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 a 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.