Public Service Administrator/State Accounting - Voucher Control

Position Overview

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The Illinois Office of the Comptroller is seeking applicants for the position of Public Service Administrator in 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. 

Main Function

Under administrative direction of the Senior Public Service Administrator-Voucher Control Manager, organizes, plans, directs, controls and evaluates the Voucher Processing/Pre-Audit/Error Resolution/Vendor Unit whose function is to ensure all vouchers are processed according to statutory requirements. The incumbent ensures vendors are certified correctly so payments can be processed timely and in accordance the Internal Revenue Service (IRS) guidelines, provides technical expertise to the underlying staff, and supervises subordinate staff.

Job Responsibilities

• Organizes, plans, directs, and controls the daiily functions of the Voucher Processing Pre-audit/Error Resolution unit and the Vendor unit to maxamize employee output and the daily process of commercial vouchers and vendor certifications.
• Supervises, trains, and evaluates employees on pre-audit, correction and deletion of vouchers and maintenance of the voucher tables in the Statewide Accounting Management System (SAMS)
  • Assigns and reviews work
  • Completes employee performance evaluations and administers discipline.
• Assists outside agency liaisons wih submittal and correction of vouchers, voucher files, and vendor problems and responds to vendor inquiries on IRS forms.
• Provides technical assistance to employees regarding pre-audit of vouchers and W-9's, coordinates year end 1099 reporting and "B" Notice processing.
• Implements departmental policy
  • Reviews, evaluates, confers, and develops new and revised procedures.
  • Provides written and oral procedures to employees in the unit.
  • Examines and evaluates financial and information systems, recommending controls to ensure system reliability and data integrity, along with participating in system testing for system upgrades and system enhancements.
• Confers with Senior Public Service Administrator, Department Director and office legal counsel on complex or unique transactions.
• Performs other duties as required or assigned which are resonable within the scope of duties above.

Minimum Requirements

• Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, with courework in accounting, business or public administration.
• Requires progressively responsible administrative experience equivalent to three (3) years in governmental accounting or auditing; the preperation, review or auditing of governmental vouchers/expenditures; governmental vendor services, or any equivalent combination of training and experience.

Preferred Qualifications

• Prefers established knowledge of policies and procedures similar in nature to the Office of Comptroller's State Accounting Department.
• Prefers professional experience with financial and information systems, participating in system testing for system upgrades and system enhancements.
• Prefers one (1) year of professional experience with vendor services.
• Prefers knowledge of federal and state tax reporting requirements as they relate to commercial or vendor payment tax reporting.

Knowledge, Skills, and Abilities

• Requires extensive knowledge of public and business administration, principles, and practices.
• Requires professional experience in a role requiring developing specific goals and plans to prioritize, organize, and accomplish daily work and/or projects.
• Requires extensive knowledge of office programs and service objectives, activities, and operational systems.
• Requires ability to express ideas clearly both orally and in writing.
• Requires ability to develop and maintain satisfactory working relationships with employees, legislatures, judicial and executive branch officials, other office representatives and the general public.
• Requires thorough knowledge of laws, administrative rules, regulations, procedures and policies governing the Office of Comptroller and the interpretation, implementation, and application of such laws.
• Requires ability to plan, prioritize complex projects and to manage them from conception to conclusion, including identifying and resolving problems to ensure project accuracy and timelines.
• Requires thorough knowledge of project management techniques and the principles of effective leadership and supervision.
• Requires ability to exercise judgment and discretion in developing, implementing, and interpreting departmental policies and procedures.
• Requires ability to coordinate a statewide program.
• Requires working knowledge of personal computers and software.
• Requires extensive knowledge of staff utilization and employee motivation.
• Requires ability to analyze audit reports and to draw conclusions from which to recommend improvements to accounting procedures and systems.
• Requires ability to analyze and compose complex reports in a logical and concise manner and to present information clearly and persuasively to management groups.
• Requires thorough knowledge of professional accounting and auditing theory, principles, methods and procedures applicable to both traditional and electronic systems.
• Requires working knowledge of microcomputer word processing, spreadsheet and database applications.
• Requires ability to assist and train subordinates in the performance of their job duties as needed.
• May require ability to estimate and budget for future needs and cost of personnel, space, equipment, supplies, and services.

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.