Accounts Payable Clerk (Methods AND Procedures Advisor II)

Position Title: Methods and Procedures Advisor II

Agency : Department of Innovation and Technology

Posting Date: 6/28/2024

Closing Date/Time: 07/12/2024

Salary: $5,179 - $7,341/month Effective 7/1/24

Job Type: Salaried

County: Sangamon

Number of Vacancies: 1

Plan/BU: RC062

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.com 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.

PROOF OF EDUCATIONAL COURSEWORK IS REQUIRED. ACCEPTABLE PROOF OF COURSEWORK INCLUDES UNOFFICIAL TRANSCRIPTS, COPIES OF OFFICIAL TRANSCRIPTS, ACCOUNT RECORDS (INCLUDING SCREENSHOTS) OF ACADEMIC COURSEWORK, AND ANY SIMILAR DOCUMENTS CREATED BY AN ACADEMIC INSTITUTION. Do not state 'See Resume' on application questions

Posting Identification Number 39382

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as an Accounts Payable Clerk who performs complex technical analysis and specialized research related to the review, verification, approval and processing of Information Technology (IT) charges for statewide technological services and equipment; plans, recommends, develops and implements manual and automated review and verification procedures for improvement of operational effectiveness and efficiency; and cross-trains staff in their use; evaluates and develops procedures to enhance the obligation process and preparation of obligation documents ensuring compliance with procurement policies and Comptroller requirements; assists division management and resolves complex billing/payment issues; provides management with specialized reports and analysis; reviews and analyzes service charges utilizing inventory and order processing systems and procedures, technical staff reviews, and contract specifications.

If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans.

• Flexible work schedules (when available and dependent upon position)

• 10 -25 days of paid vacation time annually (10 days for first year of state employment)

• 12 days of paid sick time annually which carryover year to year

• 3 paid personal business days per year

• 13-14 paid holidays per year dependent on election years

• 12 weeks of paid parental leave

• Pension plan through the State Employees Retirement System

• Deferred Compensation Program - voluntary supplemental retirement plan

• Optional pre-tax programs

• Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)

• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Job Responsibilities

30% Under direction, serves as an Accounts Payable Clerk for the Department of Innovation & Technology (DoIT):

• Performs complex technical, research, and advisory functions related to the review, verification, approval, and processing of Information Technology (IT) charges for statewide technological services and equipment.

• Performs the fiscal analysis, review, and verification of complex charges for the State of Illinois' IT services, equipment, and related purchases.

• Plans, recommends, develops, implements, and modifies specialized manual and automated review and verification processes, inventory system research, and enhancements, order validation and coordination of resources and information with technical staff, programming staff, billing staff, and vendors.

15% Analyzes the Technology Invoice Verification Program operations for effectiveness:

• Analyzes and evaluates IT service, equipment, and related charges as they relate to contract specifications.

• Plans, recommends, develops, implements, and modifies the current processing procedures for the review, analysis, and verification of vendor bills to improve proper payment of charges and to ensure the integrity of data.

• Trains staff on proper procedures for review and validation of data.

• Follows up to correct problems and determine effectiveness.

15% Evaluates and develops procedures to enhance the review of fiscal obligations:

• Analyzes and reviews obligation documents prepared comply with procurement policies, contractual services agreements, and proper account codes in accordance with the Comptroller's Uniform Statewide Accounting System (CUSAS) codes established by the Comptroller's Office.

• Determines and effectuates necessary changes with supervisor's approval.

• Devises methods and procedures to ensure contract files contain all pertinent information, including amendments, change of address information, records of non-bid contracts, and/or rate agreement contracts, and spending history.

• Conducts complex, detailed searches through original documents, supporting files and subsidiary accounts to trace expenditure transactions to ensure they concur with Agency fiscal operational policy.

• Prepares recommendations for improvements in processes and procedures.

Job Responsibilites (Coninued)

15% Evaluates and develops procedures to enhance verification systems and processes for resolution of complex billing/payment and inventory issues:

• Performs technical research for the Technology Invoice Verification Manager into the automation of invoice verification activities.

• Implements DoIT automated verification processes and procedures.

• Participates in the review, development, recommendation, and implementation of major procedural changes in vendor billing systems for major statewide hardware and software accounts.

• Assists in the development and implementation of new and revised programs, standards, methods, techniques, and procedures utilized within the unit.

10% Evaluates and approves IT and related payments by performing a thorough, detailed pre-audit to ensure accuracy and compliance with various inventory and billing systems as well as agency contracts, fiscal standards, and procedures:

• Maintains electronic payment logs and participates in the development of reports concerning expenditures, inventories, charges, and credits, etc.

• Assists management and provides management with specialized reports and analysis.

10% Maintains working relationships with vendors, agency staff, and management:

• Contacts vendor and agency representatives to explain and interpret billed services.

5% Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of four (4) years of college with courses in public administration, accounting, industrial relations, prelegal, or personnel management.

• Requires two (2) years professional experience in public administration, business management or accounting.

Preferred Qualifications (In Order of Significance)

• One (1) year of professional experience working with billing or invoicing.

• Working knowledge of accounting principles and terminology.

• Ability to analyze data logically to solve problems of a difficult procedural or organizational nature.

• Abiliy to gain and maintain effective working relationships with associates, vendors, clients, and others.

• Developed verbal and written communicaiton skills.

Conditions of Employment

Applicants must possess the ability to meet ALL of the following conditions of employment, with or without reasonable accommodation, to be considered for this position.

• Requires the ability to verify identity.

• Requires employment authorization to accept permanent full-time position with the State of IllinoisRequires the ability to pass a position specific, agency required background check.

• Requires self-disclosure of criminal history. Requires the ability to travel in performance of duties.

• Requires the ability to work outside of normal hours to meet deadlines.

• Requires the ability to work overtime including scheduled, unscheduled, short notice, evenings, weekends, and holidays.

• Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.

• Requires the ability to attend seminars, conferences, and training to remain current on methods, tools, ideologies, or other industry related topics relevant to job duties.

• Requires the ability to lift and carry objects or equipment weighing up to 10 pounds. This is considered sedentary work as defined by the U.S. Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.

The conditions of employment listed are incorporated and/or related to any duties included in the position description.

Work Hours: 8:30am

• 5:00pm M-F

Work Location: 120 W Jefferson St Springfield, IL 62702-5170

Agency Contact: Lois Green

lois.d.green@illinois.gov

Posting Group: Legal, Audit & Compliance

This position DOES NOT contain "Specialized Skills" (as that term is used in CBAs).

The Department of Innovation & Technology (DolT) is the state's IT agency delivering an enterprise approach to statewide technology, innovation, and telecommunication services, as well as policy and standards development, lifecycle investment planning, and cybersecurity services. With over 1,500 employees, DolT delivers IT services and innovative solutions to customer agencies to improve services provided to Illinois residents, DolT offers employees the opportunity to advance their careers, develop new skills and reach their potential, both personally and professionally. DoIT is committed to promoting and preserving a workplace culture that embraces diversity and inclusion. We welcome and value employees with different backgrounds, life experiences and talents. It is the collective sum of our individual differences that provides a broad perspective, leading to greater innovation and achievement. In recruiting for our team, we recognize the unique contributions of each applicant regardless of culture, ethnicity, race, national origin, sex, gender identity and expression, age, religion, disability, and sexual orientation.

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 the Illinois.jobs2web.com homepage in the blue ribbon.

Non-State employees should log in on the using the "View Profile" link in the top right of the Illinois.jobs2web.com 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

Non-State employees: on Illinois.jobs2web.com - 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:

• donotreply@SIL-P1.ns2cloud.com
• systems@SIL-P1.ns2cloud.com