Executive I

Springfield, IL
Full Time
Accounting Revenue
Manager/Supervisor
Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:        Executive I
Division:         Revenue - Income Control
Union:             N/A
Location:         501 S 2nd St, Springfield, IL – Sangamon County
Salary:            Range $4,123 to $8,274 monthly – commensurate with experience
Benefits:         https://cms.illinois.gov/benefits/stateemployee.html

Overview:

Supervises subordinate personnel engaged in the E-Payment and Facility Deposit functions while also performing duties within the Facility Deposit area.  Additionally provides backup to these area as well as the Cash Cage area when needed to ensure proper coverage for this public servicing function.

Duties and Responsibilities:
  • Performs supervisory work of the Facility Deposit functions in order to provide backup and support as needed based on operational needs.  Duties include but not limited to:  screening, monitoring, and applying deposit closings and/or adjustments for Driver and Vehicle Facilities statewide; balances monthly bank statements from all facility accounts; prepares complex monthly credit card accounting reports; updates bank files making manual adjustments; prepares Treasurer Report on credit card transmittals; communicates with facilities, department divisions, banks, financial institutions, etc. regarding account funds. Using the R.U.S.A.S., (Required Uniform Statewide Accounting System), is responsible for screening, monitoring, and applying deposit closings and/or adjustments as necessary for Driver and Vehicle facilities statewide; acts as lead worker by providing guidance and training to other staff, performs data entry to initiate automatic clearing house transfer of funds for inner office departmental divisions, including Driver Services Metro, Driver Service Downstate, Vehicle Services, and Business Services and Vehicle and Driver’s history users; when all available deposit data is confirmed and computer entered, submits a request to run a daily activity report, which builds a bank file that is retrieved by the Treasurer’s bank to create electronic debits to all facility bank accounts, this includes an Excel spreadsheet of all credit card and service company amounts to be transferred to the Treasurer’s Office. Sets up new bank accounts and merchant identification numbers and appropriate computer database; balances monthly bank statements using a computer generated, monthly reconciliation report to check deposits and withdrawals against the bank statement and makes appropriate chargeback adjustments necessary to balance the accounts. Uses copies of Excel spreadsheets and copies of monthly report of sales entered into a computer, verifies that the spreadsheets balance to the computer report, adding or deducting any manual adjustments that were made after the report had been sent. Receives a bank statement from the Treasurer’s Office that includes the amount of credit card funds transferred through our daily activity automatic clearinghouse wire; amounts are transferred to an Excel spreadsheet where sales totals are later entered balanced. Communicates with various departments, financial institutions and Driver facilities, audit staff regarding various operational needs; supplies division administrators with appropriate monthly report information; forwards nonsufficient fund checks with listing report to the Returned Check Section.
  • Supervises and oversees the E-Payment functions in order to, provide backup and support as needed based on operational needs.  Duties include but not limited to:  reviewing operations and makes recommendations for improved services; researches disputed credit card charges received by fax or mail; analyzes Automated Clearing House, (ACH) chargeback and settlement reports; and attends meetings and answers E – Payment Unit inquiries from departments in the Secretary of State’s Office and the general public.  Analyzes a variety of data to verify electronic transactions (credit card, electronic check or electronic funds transfer) collected/charged matches payment processor deposits and units/services provided for all departments within ILSOS; issues voids/credits or alternative action to resolve discrepancies; generates related reports for and interacts/coordinates with other departments, outside agencies, vendors and the public; reviews operations and provides recommendations to supervisor; and answers phone and e-mail inquiries.  Researches credit card discrepancies received by fax or mail; consults with various departments within the Secretary of State’s Office to obtain proof of valid charges; responsible for responding to all dispute charges by fax, with supporting documentation, within the requisite time limits; communicates with credit card companies, credit card processors and/or banks to resolve payment issues. Participates in the review and analysis of the E – Payment Unit’s operations to identify necessary revisions/changes or new procedures to improve services and efficiency; prepares detailed report on findings making recommendations concerning revisions/changes and new procedures and submits to supervisor. Analyzes ACH chargeback and settlement reports, when appropriate, initiates chargeback collection efforts; places stops on drivers and vehicles registrations if payment isn’t received in a timely manner, removing stops when funds are paid. Responds to inquiries from the general public and facility personnel regarding credit card payments and processing errors.   Forwards daily credit card activity reports to facilities as needed. Attends meetings, gathers information for summary reports, and coordinates E – Payment Unit responses to issues and inquiries from other departments.
  • Supervises and participates in the Cash Cage functions in order to provide backup and support as needed based on operational needs.  Duties include but not limited to: daily Cash Cage Opening, daily Cash Cage closing, perform duties at Cash Cage window including reducing checks, creating cash tickets and answering customer inquiries.
  • Serves as department lead, attends meetings, gathers information and participates in assigned projects related to Income Control, Facility Deposits, and/or E-Payments.
  • Performs other duties as required or assigned.
Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of four years of college, preferably with courses in business or public administration and one year of managerial experience in a public or business organization.

Knowledge, Skills and Abilities:
  • Requires extensive knowledge of the principles and practices of public and business administration.
  • Requires working knowledge of the functions and organization of State government.
  • Requires working knowledge of the principles of business accounting, program budgeting, personnel management and statistics.
  • Requires elementary knowledge of data processing business applications.
  • Requires ability to supervise and coordinate a minor or small program.
  • Requires ability to analyze operational problems and determine appropriate course of action.
  • Requires ability to develop, install and evaluate new and revised methods, procedures and performance standards.
  • Requires ability to effectively implement operating policies and procedures.
  • Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
  • Requires the ability to lift up to 25 lbs.
Application Process: 
  • Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
  • Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
  • Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
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