Accounting Clerk

POSITION SUMMARY: Under direct supervision of the Chief Administrative Officer, serves as Accounting Clerk. The incumbent is responsible for accounting duties; procurement procedures and purchase order requisitions; manages input of financial information to finance-related databases and system; maintaining established general account ledger by fund; verification of financial documents including vouchers, invoices, requisitions, and fixed asset list; posting financial information to registers and ledgers, performing reconciliation of ledgers; preparation of legislative forms for the budget process; and audit administrative functions. This position involves working with information of an extremely sensitive and confidential nature.

ESSENTIAL RESPONSIBILITIES:

1. Responsible for the centralized accounts payable functions for the Office of Executive Inspector General (OEIG); Initiates and maintains the purchase order requisition process; researches and processes orders for products or supplies; processing W9 forms for new vendors. maintains and reconciles OEIG records to vendor account records. Tracks and updates daily the fixed asset spreadsheets as required. Maintains control over all fixed assets processes including updates to the database and preparing the quarterly reports; coordinates and certifies fixed assets. Performs inventories to ensure proper control is exercised, as required.

2. Performs research of outside vendors to determine potential suppliers of products or services; obtains product specification sheets to ensure compatibility with needs; obtains authorized approval and sign-off on all vendors; prepares purchase orders, reviewing and verifying all documentation; maintains all requisite documentation supporting procurement decisions.

3. Responsible for processing voucher payments including, related Prompt Act interest payments, and reconciling voucher details to the purchase orders and receiving documents; resolving any discrepancies and updating related systems.

4. Responsible for preparing draft of accounts payable related reporting, including the Debt Transparency Reports; resolving any discrepancies and updating related systems.

5. Performs professional accounting duties including the determination of the appropriate accounting/object code account review of the state’s chart of accounts in SAMS. Maintains vendor records and database; updates and researches for vendor information and an appropriate records maintenance system for all accounts payable documentation.

6. Assists in procurement functions utilizing databases for master contract products and services orders; interacts with procurement staff to discuss need issues; maintains all requisite documentation supporting procurement decisions; monitors ordered products, ensures delivery dates are prompt, and that monitor placements and installation of equipment is completed.

7. Provides administrative support to vendors for product complaints and corrective action and reconciliation for accurate comparison between vendor records and payment vouchers. 

8. Review of invoices for accuracy; prepares invoice documentation package for payment processing; ensures that printed vouchers and accounting reports are accurate, and all supporting documentation is included.

9. Provides administrative and reconciliation support for the data collection of accounting information for audits. Provides accounting and administrative support for the completion of legislative forms for the budget process.

10. Assists the Chief Administrative Officer in preparation of the annual budget process, providing budget analyses and projections and assisting with preparation of legislative schedules; assists with annual Public Accountability Reporting (PAR); provides assistance with the fiscal year-end GAAP close reporting. Reviews and reconciles the accuracy of the petty cash fund.

11. Responsible for ensuring timely reorders of supplies, products, and equipment ensuring delivery dates are prompt; reviews and ensures accuracy of received orders, and the placement and installation of equipment. Responsible for providing facilities management office support, including responding to employee concerns on building issues.

12. Work with the Accounting Specialist with the annual physical inventory count and reconciliation process.

ADDITIONAL RESPONSIBILITIES: Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

REPORTS TO: Chief Administrative Officer

SUBORDINATE POSITIONS: None

MINIMUM REQUIREMENTS:

• Associate’s degree in business administration, accounting, or a related area of study, or demonstrated knowledge skill, mental development of two years of college; Bachelor’s degree in business administration, accounting, or a related area of study is desirable.;

• one-two years’ experience in a related accounting/bookkeeping function;

• knowledge of office methods, procedures, and standard office machines and equipment;

• knowledge and experience with ERP systems is desirable;

• high personal ethical standards due to content of work materials;

• ability to travel, including overnight;

• demonstrated knowledge of Microsoft Office Suite (Excel, Word, Outlook) and internet applications; and

• ability to communicate clearly and concisely, orally and in writing, and the ability to interact professionally with others.

JOB STATUS: Full-time, FLSA non-exempt. This position is exempt from the provisions of the State of Illinois Personnel Code.

PHYSICAL FACTORS: Duties are generally performed in an office setting and typically includes:

• sitting for extended periods of time;

• using personal computer, photocopier, facsimile, telephone, calculator, and teleconference equipment;

• handling and transporting documents weighing up to 30 lbs.; and

• standing, reaching, and bending at the waist or bending of the legs.

LOCATION: The position is located in our Chicago office at: 69 West Washington, #3400, Chicago, IL. 60602.

Applicants should select the employment tab on our website at www.inspectorgeneral.illinois.gov and click the Employment Tab to link to our application under “Apply to the OEIG” link and follow the instructions for applying.

The OEIG is an Equal Opportunity Employer and provides reasonable accommodation to applicants and employees with disabilities