TECHNICAL MANAGER III MAJOR ACCOUNTS COORDINATOR IPR# 46032

Agency : Department of Transportation

Closing Date / Time : 07 / 02 / 2024

Salary : $4,908 - $8,544 Monthly

Anticipated Starting Salary Range : $4,908 - $6,408 Monthly

Job Type : Salaried

County : Cook

Number of Vacancies : 2

Plan / BU : NR916 Pro-Tech Teamsters

This position is covered by the Revolving Door Prohibition policy.

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.

Agency Mission Statement

The Illinois Department of Transportation is seeking to hire Major Accounts Coordinators.

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 is accountable for the oversight of all invoices and accounts payable to vendors. These accounts

are for repair of vehicles, off road equipment, fuel, parts purchases, and miscellaneous roadway repairs from

all vendors. The incumbent will use FOA, MS Excel, and Datamart to track accounts, monitor payments to

avoid submission to Court of Claims for collection processing, process inbound checks and provide district

senior financial staff with reports.

Operating Budget : $300M

Average Annual Fuel Purchases : $4M

Average Annual Automotive Repair Invoice Amount : $13M

Average Annual Parts Purchases : $5M

Annual Facilities Management : $7M

Average Annual Payment for Off-Road Equipment Repair : $5M

Court of Claims Requests : 100-150

This position reports to the Accounting Services Officer.

This position operates in an environment that processes $40M annually in invoices for large accounts, that

include expenditures for fuel, parts, repair of vehicles, repair ,of off-road equipment, and facility management

payments. Due to the quantity and dollar value associated with each of the invoices, these accounts require

special attention.

Typical responsibilities of this position include weekly and monthly reconciliation accounts, ensure invoices and

expenditures sent to the State of Illinois are correctly coded for the comptroller, auditing accounts to ensure

that the charges are in agreement with the contracted rates, ensure that expenses are correctly posted by

vendors, and that all invoices are processed within 30 days to ensure prompt payment. The greatest

challenges of this position are handling a wide variety of tasks while ensuring that the proper documentation

for purchases has been submitted and vendors are certified by comptroller's office. Additional

responsibilities include ensuring correct Budget Responsibilities (BRESP) & SUBRS have been debited,

goods and services were received by the state, and that no unauthorized or late charges are added to the

invoices, and that invoices for the fiscal year have been submitted by contacting vendors to avoid court of

claims.

Job Responsibilities Continued

This position is personally responsible for the processing of all invoices from large volume vendors. Due to the

volume of invoices vendor accounts must be reconciled on a weekly / monthly basis. All invoices must be entered

and tracked through a database to ensure that all invoices are processed in a timely manner. At times, research

must be done to clarify any discrepancies such as, past due payments, overcharges, and credits to the accounts.

These elements must be verified before the invoices are processed. In addition, the incumbent must have the

ability to develop Microsoft (MS) Excel spreadsheets to track items and the ability to analyze data to create

reports and graphs for senior management. S / he must track the timeliness of payments using MS Excel

spreadsheet, and DataMart to minimize penalties under the Prompt Payment Act (30 ILCS 540) maximize the

orderly output of invoices. The incumbent will also assist accounts payable with travel expenses, hotel

reimbursements, or any other accounts as needed, and assist in the processing of inbound checks as needed

along with other day to day operations of the office such as mail, phones, fiscal closeout, and rotating files / boxes.

This position has a significant amount of freedom when contacting and working with vendors to resolve

discrepancies between the state and the vendor.

The incumbent maintains significant contacts with bureaus, Central Office Business Services Staff, and

representatives from the various vendors and municipalities. Other responsibilities include maintaining files

according to department guidelines. Some occasional travel throughout the district is required for clarifying

issues with Illinois Department of Transportation (IDOT) staff and vendors representative. Overtime may be

necessary to fulfill the duties of this position.

The effectiveness of this position is measured by the number of invoices processed on time during the month

basis for each specific account; the number of reconciliations performed each month; timely and accuracy

processing of invoices (first in-first out); and the number of entries made into the various support database.

Principal Accountabilities

1. Ensures that all accounts for which the state is being invoiced are the state's responsibility.

2. Monitors the expenditures of each BRESP & SUBR in accordance with the budget allotment for that entity, report any anomalies to supervisor and notifies senior staff of inconsistencies.

3. Check the master contracts to ensure that items are valid purchases in accordance with the contract agreement.

4. Research all new accounts to confirm that the charges are the responsibility of the state.

5. Verify vendor is certified with the comptroller prior to processing invoice

6. Process all invoices for major accounts in a timely manner to avoid penalties under the Prompt Payment Act (30 ILCS 540) or any accounts as needed.

7. Utilize MS Excel and Datamart to develop, maintain spreadsheets, handle special assignments on from the Accounting Services Officer, Budget Officer or the Financial Service Manager.

8. Prepares monthly analytical reports needed by the Financial Services Manager and senior management.

9. Performs duties in compliance with departmental safety rules.

10. Performs all duties in a manner conducive to the fair and equitable treatment of all employees.

11. Performs other duties as assigned.

Qualifications

Position Requirements·

Education / Experience

o Completion of a bachelor's degree majoring in business accounting, economics, statistic, public finance or public administration, OR

o Completion of two years of college plus two years of experience in accounting, economics, statistic, public finance or public administration, OR

o Six years of experience in accounting, economics, statistic, public finance or public administration

• Valid driver's license
• Successful completion of background investigation.

Position Desirables

• Ability to apply analytical procedures and techniques in formulating solutions to problems
• Proficiency in mathematics (adding, subtracting, multiplying, division, percentage)
• Knowledge of PC applications such as MS Excel, MS Access and mainframe accounting systems
• Ability to develop and maintain good relationships with employees, agency officials, and the general public
• Ability to apply analytical skills in gathering and analyzing data to perform various accounting functions
• Strong oral and written communication skills

Work Hours : 8 : 00 AM - 4 : 15 PM, Monday-Friday; 45-minute lunch

Work Location : 201 Center Ct, Schaumburg, Illinois, 60196

Agency Contact : DOT.CONTACTHR@ILLINOIS.GO

Posting Group : Transportation ; Fiscal, Finance & Procurement; Office & Administrative Support

Certain provisions of the revolving door restrictions contained in 5 ILCS 430 / 5-45 apply to this position. As a result, the employee should be aware that if offered non-State employment during State employment or within one year immediately after ending State employment, the employee shall, prior to accepting any such non-State employment offer, notify the Office of the Executive Inspector General for the Agencies of the Illinois Governor ( OEIG ) or may be subject to a fine.

APPLICATION INSTRUCTIONS

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If you have questions about how to apply, please see the following resources :

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Last updated : 2024-06-18