Accounting Officer

Accounting Officer

Division of Public Safety

Job Summary

Under general direction, assists with business functions for the Division of Public Safety.

Duties & Responsibilities

• Manage purchasing using various purchasing mechanisms (P-Card, T-Card, iBuy and Purchase Orders). Verify the accuracy of the chosen fund, availability of funds, appropriateness of transaction and confirm that the purchase follows University policy and procedure.

• • Manage the DPS general email, respond to requests promptly or route email as needed. Manage the storage and disposal of financial documentation. • Assist with the financial and/or grant year-end closing activities and annually establish standing purchase orders. • Other duties as assigned.
• • Review vendor invoices for completeness and accuracy, which includes verifying the item description, quantity, unit and extended prices, with the items ordered.

• Verify that the correct PO, release and CFOAP are accurately applied for the type of purchase.

• Verify the freight terms are followed, that all prompt pay discounts and contractual discounts are taken, and that no taxes, unless applicable are being applied to the invoice payment.

• Reconcile P-Card transactions and monthly statement. Ensure all charges are allowable and properly coded according to University policy. Record deposit receipts into the Business Office Log for tracking and reconciliation.

• Back up to Accounting Associate for billing processing.

• Arrange travel, manage travel expenses and process reimbursements. This includes airfare, hotel reservations, rental cars, etc. for Division staff.

• Process PZAREDS and Journal Voucher transactions.

• Resolve problematic purchases, reimbursements and any other problematic transactions while working with University Payables, Purchasing or other campus unit as necessary to resolve issues.

Additional Physical Demands

Physical Requirements - the position requires reliability of service. Employee will use computer terminal keyboard, printer, and telephone. Light walking needed at times.

Work Environment - work is done in an office setting.

Travel Requirements

5% Running to Bursars Office, picking up orders and/or purchasing items as needed.

Minimum Qualifications

• High school diploma or equivalent.

• Any one or combination totaling two (2) years (24 months) from the categories below:

• Course work in accounting, as measured by the following conversion table or its proportional equivalent:

• 9 semester hours equals two (2) years (24 months)

• Course work in any discipline as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)

• Associate's Degree (60 semester hours) equals eighteen (18) months

• 90 semester hours equals two (2) years (24 months)

• Work experience in bookkeeping, office support, or closely related experience.

Knowledge, Skills and Abilities

• Writing ability and knowledge of written and verbal communications.

• Knowledge of basic business administration and public administration.

• Basic knowledge of current law enforcement and criminal justice organization and operations.

• Working knowledge of University structure, organization and administration.

• Working knowledge of Division of Public Safety policies and procedures.

• Working knowledge of University policy and procedure related to purchasing, travel, grants and contracts.

• orking knowledge of laws defining the delivery of government contracts issued to various University departments.

• Working knowledge of various software and web-based programs; Microsoft Word, Access, Excel, Banner, EDDIE (Enterprise Data Delivery Information Environment), Chrome River, iBuy, FABWEB, DocDIRECT.

• Working knowledge of Division of Public Safety records systems.

• Working knowledge of keyboard layout.

• Ability to complete work within established deadlines.

• Knowledge of University policies and procedures related to payroll, purchasing, travel, grants and contracts.

• Ability to handle confidential information appropriately.

Appointment Information

This is a 100% full-time Civil Service 3852 - Accounting Officer position, appointed on a 12-month basis. The expected start date is as soon as possible after 7/1/2024. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on June 26, 2024. Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Rim Hamwi at rhamwi2@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1024395

Job Category: Administrative Support

Apply at: https://jobs.illinois.edu