ADMINISTRATIVE SUPPORT SPECIALIST

TECHNICAL MANAGER II – ADMINISTRATIVE SUPPORT SPECIALIST – IPR#47051 Agency : Department of Transportation Closing Date/Time: 04/03/2024 Salary: $4,190 - $7,315 Monthly Job Type: Salaried County: Sangamon Number of Vacancies: 1 Plan/BU: NR916 Pro Tech Teamsters 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.
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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.
Agency Mission Statement: The Illinois Department of Transportation is seeking to hire an Administrative Support Specialist.
The IDOT team works diligently to provide safe, cost-effective transportation for Illinois in ways that enhance quality of life, promote economic prosperity and protect our environment.
We are problem solvers and leaders, constantly searching for innovations and improvements in support of our commitment to providing the best multimodal transportation system for Illinois.
Our team fosters a culture of inclusivity.
We value diversity and hold ourselves to the highest ethical standards as we work together for a common purpose.
Team members frequently collaborate with colleagues and others outside the department to best meet customer needs.
The department offers extensive training and career advancement opportunities.
Employees also receive a robust benefit package including: Monday-Friday work schedule Flexible work schedules are available in many program areas.
Health, Life, Vision, and Dental Insurance Pension Plan (10) Weeks paid Maternity/Paternity Leave Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare) Employees earn (12) paid Sick Days annually.
New Employees earn (10) paid Vacation Days their first year of service and can earn up to (25) paid Vacation Days annually.
Employees earn (3) paid Personal Days annually.
(13-14) paid holidays annually (based on start date) Tuition Reimbursement Employee Assistance Program and/or mental health resources We invite qualified applicants to apply to become part of our team.
We are confident that you will take pride in serving Illinois and its residents and visitors.
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.
Position Desirables • Effective oral and written communications skills.
• Detail oriented and well organized with the ability to work on multiple tasks simultaneously.
• Ability to maintain harmonious relationships.
• Proficient in the Microsoft Office Suite, Adobe Acrobat, SharePoint, and pivot tables.
• Rapid Results/Lean Process training.
• Experience using accounting software.
Work Hours: 8:00 AM - 4:30 PM Monday - Friday Work Location: 2300 S Dirksen Pkwy Springfield, IL 62764-0001 Office: Office of Finance and Administration/Bureau of Business Services Agency Contact: DOT.
CONTACTHR@ILLINOIS.
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