Office Specialist - Warrant Distribution/Payroll Warrants

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 Specialist - Warrant Distribution/Payroll Warrants.

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 general supervision, completes assignments requiring a high degree of decision making and independent judgment to generate outstanding warrant affidavits and to process affidavits returned by constituents. The Office Specialist acts as primary support and assistant to the Senior Public Service Administrator by organizing and distributing payroll warrants, answering questions regarding payroll warrants, and researching contact information for the completion of affidavits. May serve as a designated lead worker of office support staff involved in routine or moderately difficult specialized clerical or technical work.

Job Responsibilities

• Enters data into Excel worksheet regarding open status warrants outstanding for eight months after issue, and utilizes Word to generate affidavits for notification to applicable constituents of process to obtain a replacement warrant.
  • Tracks flow of affidavit creation, distribution, and mailing.
  • Maintains status of affidavits and forwards completed affidavits to the Adjustments unit.

• Sorts, organizes, and reviews warrants for agency payrolls prior to distribution.
  • Locate and pull individual payroll warrants from the full set of warrants specified on daily payroll reports as involuntary withholding garnishments (IW), contractuals, reversals, warrant replacements returned from bank, etc.
  • Maintain records of any warrant distribution action taken.

• Serve as backup for, and/or provide support for deposits and deductions unit within Warrant Distribution.

• Answers questions and provides information via phone, email, and/or in person regarding payroll warrants, affidavits, and warrant distribution.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two (2) years of college preferably with coursework in public or business administration, accounting, or similar coursework.
• Requires one (1) year of office experience in a public or business organization with responsibilities requiring data entry and use of spreadsheet software such as Microsoft Excel to maintain information.

Preferred Qualifications

• Prefers two (2) years of office experience in a public or business organization with responsibilities requiring data entry and use of spreadsheet software such as Microsoft Excel to maintain information.
• Prefers two (2) years of office experience with responsibilities requiring developing and maintaining satisfactory working relationships with employees and the public.
• Prefers two (2) years of office experience in a position requiring work to be performed independently.
• Prefers two (2) years of office experience in a position requiring logical reasoning and identifying and defining non-routine errors or problems and determining appropriate course of action for resolution.
• Prefers two (2) years of office experience in a position with responsibilities requiring reading and assimilating information and data to individually determine the applicable processes within established procedure.
• Prefers experience in a professional setting developing and monitoring complex work assignments and prioritizing fluctuating workloads.

Knowledge, Skills, and Abilities

• 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 analyze procedures and recommend solutions.
• Requires ability to develop satisfactory working relationships with employees and the general public.
• Requires extensive knowledge of office equipment, as appropriate to the position.
• Requires extensive knowledge of composition, grammar, spelling and punctuation.
• Requires extensive knowledge of arithmetic computations.
• Requires ability to maintain confidential records and to work with confidential information.
• Requires ability to prepare and maintain complex records and reports.
• Requires ability to present ideas effectively in writing and orally.
• Requires ability to follow complex oral and written instructions.
• Requires ability to 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 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.