Job Responsibilities

This position will assist the Financial Services Section Chief in performing a variety of duties including providing internal and external auditors with complete responses to audit requests and other activities involved with the coordination of internal and external audits. This position also functions as the Financial Services Section’s records management liaison. This position serves as a departmental contact with the Illinois Office of the Comptroller (IOC) regarding employees’ direct deposits and for the paperless vouchering system and assisting with the preparation of various Financial Services Section transactions.

This position reports to the Financial Services Section Chief. There are no subordinates reporting to this position.

This position assists with accounting and fiscal reporting services within the guidelines set by the Secretary of Transportation and the Office of Finance and Administration (OFA). The Financial Services Section prepares financial reports as mandated by state and federal statutes. This position coordinates external and internal audit requests by identifying responsible contacts and ensuring audit responses are completed in a timely fashion. The incumbent deals with confidential and highly sensitive matters regarding policy development, budgetary allocations, and legal matters.

Typical problems in this position include ensuring that audit requests are reviewed and accurately distributed as requested by the Financial Services Section Chief. A strict timeframe must be followed to meet the requirements set forth by the external auditing staff. The greatest challenge of this position is to manage multiple audit requests for multiple audits simultaneously.

The incumbent will assist the Financial Services Section Chief with the gathering of required documentation requested during the department’s external and internal audit activities. S/he will assist the Financial Services Section Chief by acting as the records management liaison for the Financial Services Section. The incumbent will ensure that all records are maintained in accordance with the applicable retention schedules. S/he will update the schedules as needed or required by the review and adjustment of retention schedules accordingly. The incumbent serves as a departmental liaison with the IOC for employee expense reimbursement direct deposit procedures as mandated in Public Act 97-0348 (Accounting Bulletin 173 and 175). S/he will work with departmental employees throughout the state to distribute, collect, review, and submit the direct deposit authorization forms as required.

Job Responsibilities continued

The incumbent will assist with the preparation of documents and conduct research to complete documents required by the Financial Services Section. The incumbent will prepare personnel documents and tracks Financial Services Section’s corrective action plans.

The incumbent is given the freedom to accomplish responsibilities and refers matters of a unique or non-routine nature to the Financial Services Section Chief with recommendations for resolution. This position is constrained by applicable department, state, and federal policy, practices, and guidelines.

Frequent internal contacts include staff in departmental offices, bureaus, and district offices. External contacts are with the IOC, external auditors, and State Records Center. Occasional statewide travel and infrequent out of state travel with overnight stays are required. Successful completion of a background check is required.

The effectiveness of this position is measured by the accuracy and timeliness of responses to external auditors. The success of this position is also based on the overall precision of the Financial Services Section’s records and personnel transactions. Effectiveness is also measured by the amount and quality of support afforded to the Financial Services Section.

Principal Accountabilities

1. Assists with external and internal audit requests including tracking down necessary information.
2. Acts as the Financial Services Section’s records management liaison.
3. Serves as departmental liaison with the IOC regarding employee reimbursement via direct deposit.
4. Serves as a contact for the Financial Services Section’s automated vouchering/filing system.
5. Prepares documents and conducts research to complete documents required by the Financial Services Section.
6. Prepares a variety of personnel documents and tracks Financial Services Section’s corrective action plans.
7. Performs duties in compliance with departmental safety rules. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.
8. Performs other duties as assigned.

Qualifications

Position Requirements

• Education/Experience
  • Completion of a bachelor’s degree majoring in accounting, business, or statistics; OR
  • Completion of two years of college PLUS one year of experience processing accounts payable, financial reporting and review, audit liaison work, document proofing, or a combination thereof, OR
  • Five years of experience in processing accounts payable, financial reporting and review, audit liaison work, document proofing, or a combination thereof
• Valid driver’s license.
• Occasional statewide travel and infrequent out of state travel with overnight stay.
• Successful completion of a background check.