ADMINISTRATIVE ASSISTANT I

Job Requisition ID: 42914 
 Closing Date/Time:
Agency: Department on Aging
Class Title: ADMIN ASSISTANT I - 00501 
Skill Option: None 
Bilingual Option: None 
Salary: Anticipated Starting Salary: $5423, Full Range: $5423-$7721
Job Type: Salaried
Category: Full Time 
County: Sangamon
Number of Vacancies: 1
Plan/BU: RC028

 

About the Agency

 

The MISSION of the Illinois Department on Aging is to serve and advocate for older Illinoisans and their caregivers by administering quality and culturally appropriate programs that promote partnerships and encourage independence, dignity, and quality of life.

 

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.

 

Posting Identification Number  42914 

Position Overview

Ready to advance your career in accounting? We're searching for a skilled professional who brings at least one year of experience using SAP/ECC or equivalent software. The ideal candidate will have at least three years of experience recording, collecting, and tracking accounts receivables, as well as managing Comptroller offset and Department of Revenue collection efforts. Additionally, experience working with a double entry general ledger system for at least three years is highly preferred. If you meet these qualifications and are eager to make a significant impact, we want to hear from you!

Essential Functions

• Independently coordinates the administrative office support tasks associated with and for the Federal Accounting and Reporting area, including contact and grant management, Federal grants, accounting procedures, rules, policies, and procedures of State and Federal governments, GATA, payroll, timekeeping, evaluations, SAMS procedures, etc. Reviews and prioritizes incoming payment requests and correspondence to determine routing and to ensure time sensitive correspondence is handled in a timely manner.
• Coordinates payment requests to ensure the proper reports are received, reviewed, and processed accordingly in a timely manner. Maintains tracking of payment requests to whom they are due, who is responsible for completing the payments, and in what system they are completed.
• Tracks receipt and rejections of invoices from Program staff. Works within the statewide accounting system on various levels of reviews and approvals as directed by management.
• Manages all incoming checks by preparing deposit, check lots, expenditure adjustment transmittals, receipt deposit transmittals, and cash receipt spreadsheets. Reconciles federal cash draws and backend of RDTs.
• Maintains agency accounts receivables within the statewide accounting system, specifically SAP to include the Comptroller's Offset and Department of Revenue collections.
• Conducts special studies and research projects for supervisor including compiling information and preparing reports for Program Administrator in regard agency programs.
• 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 years of college, preferably with courses in public or business administration.
• Requires one year of professional experience in a public or private organization, or completion of an agency approved professional management training program.

Preferred Qualifications

• Prefers at least one year of experience using SAP/ECC or equivalent software.
• Prefers at least 3 years of experience recording, collecting, and tracking accounts receivables.
• Prefers at least 3 years of experience using Comptroller offset and Department of Revenue collectio