Office Associate - Voucher Control
Office Associate - Voucher Control
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Job Description
Agency:Illinois Office of Comptroller
Class Title:OFFICE ASSOCIATE 83803
Bilingual Option:None
Closing Date/Time: 04/11/2025
Salary: $51038.74/year $66849.94/year
Job Type: Salaried
Category:Full Time
County: Sangamon
Number of Vacancies: 1
Plan/BU:IFT/Teamsters
*********A RESUME IS REQUIRED FOR THIS POSTING*********
This position is a union position; therefore provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.
All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.
Applications submitted via email or any paper manner (mail fax hand delivery) will not be considered.
Posting Identification Number 46078
Why Work for Illinois
Working with the State of Illinois is a testament to the values of compassion equity and dedication that define our state. Whether youre helping to improve schools protect our natural resources or support families in need youre part of something biggersomething that touches the lives of every person who calls Illinois home.
No matter what state career youre looking for we offer jobs that fit your life and your scheduleflexible jobs that provide the gold standard of benefits. Our employees can take advantage of various avenues to advance their careers and realize their dreams. Our toptier benefits and great retirement packages can help you build a rewarding career and lasting future with the State of Illinois.
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 ofOffice Associate Voucher Control
The Comptroller is the chief fiscal control officer for the Illinois government charged by the Constitution with maintaining the states 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 Comptrollers 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 Comptrollers website and has led the process of updating the states 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 states financial information available to all.
Major Function
Under direct supervision of the Public Service Administrator/Supervisor of the Voucher Control Unit the Office Associate compiles and verifies vouchers with balance reports and may contact agencies regarding balancing inquiries and travel vouchers. The incumbent utilizes Statewide Accounting Management System (SAMS) to conduct voucher research. The Office Associate provides general office support including handling routine correspondence mail filing and answering phones.
Job Responsibilities
- Reconciles voucher reports and maintains voucher files.
Prepares paper vouchers in batch order and then pulls remittance copies by comparing batch numbers between vouchers and queries ran in Microsoft Access.
Provides vouchers to Warrant Distribution to dispense with matching warrants and then files the vouchers.
Maintains a daily log on all vouchers accepted for the day.
- Receives balancing report with accompanying paper vouchers from agencies.
Verifies signature/certification and confirms that information matches what is shown on Illinois Office of Comptroller (IOC) balancing reports (IA5A)
Releases commercial voucher files on Payment Voucher Submission and Status (PVSB) screen in SAMS for processing during nightly cycle
Notifies agency or supervisor of detected errors
Maintains an intranet log of information on files received.
- Provides general office support.
Opens date stamps and distributes incoming mail.
Maintains supplies for Voucher Processing and PreAudit Units.
- Maintains a log of all modified vouchers from error resolution by entering all needed agency and voucher information onto the Intranet State Accounting voucher work section. Files the modifications by date for storage.
- Enters commercial vouchers into SAMS.Researches and determines the status of vouchers by inquiring on SAMS and physically looking for misplaced vouchers.
Minimum Qualifications
Requires knowledge skill and mental development equivalent to completion of high school and two years of office experience.
Preferred Qualifications
- Prefers a minimum of six 6 months of experience maintaining satisfactory working relationships with other employees and the public.
- Prefers experience working in an office setting with responsibilities requiring monitoring and reviewing information to detect errors or assess problems.
Knowledge Skills and Abilities
- Requires extensive knowledge of composition grammar spelling and punctuation.
- Requires working knowledge of office practices procedures and programs.
- Requires working knowledge of basic mathematics.
- Requires elementary knowledge of agency programs rules and regulations.
- Requires ability to follow oral or written instructions.
- Requires ability to operate commonly used manual and automated office equipment and perform routine maintenance.
- Requires ability to maintain satisfactory working relationships with other employees andthe general public.
- May require ability to train and instruct employees.
- Requires skill to accurately keyboard.
- May require knowledge of machines and materials used for specific jobs.
- May require ability to care for and operate basic and complex types of equipment and accessories.
- May require mechanical aptitude.
- May require knowledge of storekeeping and warehousing methods and procedures in the receipt storage and shipment of a variety of goods.
- May require possession of an appropriate Illinois drivers license.
- May require working knowledge of bookkeeping principles and practices.
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 Comptrollers 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.
Work Hours: Monday Friday 37.5 hours/week
Work Location: 325 W Adams St Springfield Illinois
Agency Contact:Kammy Ferrigno
Email:
Phone #:
Posting Group: Office & Administrative Support
APPLICATION INSTRUCTIONS
Use the Apply button at the top right or bottom right of this posting to begin the application process.
If you are not already signed in you will be prompted to do so.
State employees should sign in to the career portal for State of Illinois employees a link is available at the top left of theIllinois.jobs2web homepage in the blue ribbon.
NonState employees should log in on the using the View Profile link in the top right of theIllinois.jobs2web homepage in the blue ribbon. If you have never before signed in you will be prompted to create an account.
If you have questions about how to apply please see the following resources:
State employees: Log in to the career portal for State employees and review the Internal Candidate Application Job Aid
NonState employees: on Illinois.jobs2web click Application Procedures in the footer of every page of the website.
The main form of communication will be through email. Please check your junk mail spam or other folder for communication(s) regarding any submitted application(s). You may receive emails from the following addresses:
Required Experience:
IC
Employment Type
Full-Time
