at Illinois Department of Innovation & Technology in Springfield, Illinois, United States
Job Description
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.
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.
