Accounts Payable Representative

at Illinois Tollway in Downers Grove, Illinois, United States

Job Description

The Illinois Tollway is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Move Illinois Program, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.

The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.

Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust.

In support of this vision, this position is responsible for processing of all operational and/or construction related payments for the Illinois Tollway. These duties include:

• Reviewing, analyzing and processing payments generated by the Purchasing, Engineering and/or other Tollway departments
• Monitoring expenses on construction and design projects by maintaining detailed and effective log sheets and spreadsheets for all costs 
• Providing informative accurate management reports when necessary.
• Obtaining complete supporting documentation by maintaining excellent rapport with internal and external contacts.
• Working closely with the Illinois Comptroller's Office to rectify and/or clarify any issues with payments.

Position Responsibilities
Payment review and processing:
 

• Ensure all required documentation is received with the invoice.  This may include receiving reports, purchase orders, usage reports, payroll amounts, direct cost expenses, receipts, etc.
• Perform in-depth, insightful review of supporting documentation to ensure it agrees with the invoice amount.
• Validate invoice amounts by performing supporting computations. 
• Understanding of general ledger expense account numbers including the terminology associated with payment and purchase order processing.
• Prepare payment correction documents as needed by the Illinois Comptroller’s office.
• issuing checks from the locally held bank accounts
• Monthly review of vendor statements and subsequent follow-up to determine and correct errors
• Process travel vouchers for payment

 Computer System:
 

• The incumbent must possess expertise to establish, utilize, maintain and troubleshoot Excel spreadsheets to accomplish the responsibilities of the position.
• SAP Accounts Payable experience.
• Microsoft Windows, Excel and Outlook experience.
• Adobe Writer
• Catapult

 
Outside Department Communications:
 

• Work with other departments within the Tollway for clarification of invoice and supporting documentation.
• Regular follow-up to resolve problems so payments can be processed on a timely basis
• Confirm information entered in the system to ensure proper processing of the invoice in Springfield.
• Resolving payment issues with the vendor, when necessary, by telephone, fax, and/or e-mail
   

Other duties:
 

• Distributes the mail twice a day
• Prepares invoice files for items paid through the Comptroller's office and locally held funds
• Coordinate preparing files to be sent to CIS (Central Information System)
• Keep management informed of issues and problems as needed.
• Provide management reports/information as requested
• Understanding of Illinois Comptroller coding and verbiage as it relates to the payment process