PUBLIC SERVICE ADMINISTRATOR - Option 2

Job Responsibilities

Under general direction of the Director, Comptroller Division, serves as Assistant Comptroller for the Agency performing complex fiscal operations and accounting work.  Performs work relating to budget, payroll, and financial reporting.  

Prepares personal services cost data for budget justification requests.  Prepares forms, reports and contracts as required or requested by the Bureau of the Budget, Legislative Branch and other State Agencies, Federal Government, Local Government, and the Agency.  Serves as liaison in administration procedures to ensure Agency policies and procedures are followed.  Develops various reports correspondence and data required from the Division Director by the Director (The Adjutant General).  Prepares Armory and Air Federal-State Agreements for headcount, personal services, and fringe benefits.

Supervises maintenance of the Department’s general revenue and accounting system.  Supervises and verifies the correctness of entries made to the account ledger, GAS II accounting system.  Makes revisions and establishes new accounts as required.  Trains employees using GAS II accounting systems.  Supervises the flow of fiscal documents ensuring timely processing, proper coding, arithmetic accuracy and posting to various accounts.

Serves as payroll officer for the department.  Supervises computation of retroactive pay, insurance adjustments, differential pay, miscellaneous adjustments and various payroll deductions, i.e., savings bonds, optional insurance, credit union deductions, etc. on the on-line payroll system.  Monitors the distribution of department employee’s paychecks on scheduled pay dates to ensure checks are properly distributed.

Supervises, directs, and evaluates professional and paraprofessional staff engaged in accounting and fiscal operations. Organizes workloads of subordinate staff and reviews work product and sets priorities.  Manages staffing schedules and participates in hiring process.  Provides guidance and direction to staff.   Assigns, reviews subordinate workload.  Prepares and signs performance evaluations.  Recommends adjustment of grievances; administers and/or recommends discipline.

(Job Responsibilities continued)

Assigns, supervises and reviews the fiscal and accounting activities under the Federal Support Agreement Revolving Fund.  Audits and processes fiscal transactions of the various programs supported with the Revolving Funds.  Computes, reviews and audits Personal Services Contracts, repair and maintenance contracts, miscellaneous contracts, travel vouchers and invoice vouchers.

Completes all State of Illinois Comptroller’s financial reports, including, but not limited to GAAP, quarterly receivable reporting and locally held fund reporting.

Audits all travel requests and travel vouchers for accuracy.  Supervises staff in auditing and processing all obligating documents, salary refunds, expenditure adjustments, invoice vouchers and various adjustment finance transactions for Departments appropriated and non-appropriated funds.  Supervises the maintenance of all obligation books; supervises the maintenance of reimbursements received from the Federal Government.  Supervises the depositing of all cash receipts received by this Agency.

Performs other duties as required as assigned which are responsible within the scope of the duties enumerated above.

Minimum Qualifications

Requires knowledge, skill and mental development equivalent to completion of four years of college, with courses in business administration and accounting.

Requires three years of progressively responsible experience in a public or business organization to include two years of progressively responsible professional experience in accounting, external auditing, budgetary planning, and control of public accounting. 

Requires extensive knowledge of accounting and auditing theory, principles, methods and procedures.

Preferred Qualifications

Prefers extensive knowledge of laws, rules and regulations relating to State or non-State accounting and auditing and auditing procedures including GAAP reporting.

Prefers working knowledge of office methods, procedures, standard office accounting machines and equipment. 

Prefers extensive knowledge and experience of computer capabilities, usage, and computer software specifically Excel.

Prefers extensive knowledge of laws, rules, and regulations relating to State or non-State accounting and auditing, and auditing procedures, including GAAP reporting.

Prefers Certification as a Certified Public Accountant (CPA).

Prefers three (3) years of experience with fiscal management, compliance auditing, Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB).

Prefers three (3) years of experience with fiscal statement preparation, analysis review of financial data, and reconciliations of various financial data.

Prefers three (3) years of experience working with the principles of governmental accounting and recommended alternative methods of fiscal problem resolution.

Prefers three (3) years of administrative experience in state government or private or public organization in dealing with large fiscal systems.  

Prefers three (3) years of experience with annual financial reporting processes.  

Prefers three (3) years of experience with making decisions involving significant amounts of money and ability to justify and support those decisions.

Prefers three (3) years of supervisory experience with management and leadership skills.

Conditions of Employment

Requires the ability to pass a DoD background investigation and obtain a DoD Common Access Card (CAC) prior to hire or transfer.

About The Agency/Bureau/Program

The Department of Military Affairs works with the members of the Illinois Air and Army National Guard.