| Job Title: | Accounts Payable Representative |
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| Opening Date/Time: | Wed. 08/30/17 12:00 AM Central Time |
| Closing Date/Time: | Wed. 09/13/17 11:59 PM Central Time |
| Salary: | $13.91 - $17.98 Hourly |
| Job Type: | Office/Clerical |
| Location: | Central Administration 2700 Ogden Avenue Downers Grove, Illinois |
| Department: | Finance |
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| Review, analyze and process payments generated by Purchasing and Engineering, as well as telephone and utility payments. |
| Examples Of Essential Duties: |
| The position of the Accounts Payable Representative that handles payments for Maintenance and Operation Fund 01 reports directly to the Assistant Supervisor - Accounts Payable and has no subordinates. The position of the Accounts Payable Representative that handles payments for Design and Construction – all other funds – reports to the Disbursement Control Supervisor and has no subordinates. The incumbent is responsible for reviewing, analyzing and processing payments generated by the Purchasing and/or Engineering Departments. The incumbent needs to ensure all required documentation, including approvals, is received and balanced prior to processing of payment. The incumbent must perform in-depth, insightful review of payroll and direct expenses on design and inspection invoices to ensure accuracy and proper documentation. The incumbent must possess the expertise to utilize, maintain and troubleshoot Excel spreadsheets to accomplish the responsibilities of the position. Incumbent may confer with other departments within the Authority for clarification on invoices. Regular follow-up is necessary to resolve problems so payments can be processed on a timely basis. In addition to basic mathematical and documentation review, it is required that the incumbent use proper judgment to determine the legitimacy of items requested for reimbursement that may not be spelled out in the agreement. Incumbent must also ensure the clarity of information entered in the system to ensure proper processing of the invoice in Springfield. If there are any questions to the type or purpose of merchandise/service being provided it is to be resolved before data entry is made. Incumbent must be familiar with the concept of General Ledger Expense account numbers and with terminology associated with order processing. The Accounts Payable Representative is responsible for issuing all checks from the locally held accounts. All payments must be verified for proper approvals, back up documention, and account numbers. IPass refund checks and violation refund checks are issued from uploads into the current system. All checks issued through the Revolving Accounts must be reimbursed by the Comptroller by entering information into the current payment system. Additional responsibilities may include regular review of unpaid invoices to resolve missing paperwork, process travel vouchers for payment, regular review of vendor files, monthly review of vendor statements and subsequent follow-up to determine and correct errors. The Accounts Payable Representative distributes daily reports and mail, prepares pay-orders for approval by the Controller or Chief Financial Officer, and ensures that daily payment releases are prepared and sent to Springfield on a timely basis. Incumbent also may coordinate preparing files to be sent to CIS (Central Information System). Incumbent is also responsible for resolving payment issues with the vendor, when necessary, by telephone, fax, and/or e-mail. |
| Typical Qualifications: |
| High school diploma or GED equivalent is required. Some college level accounting courses are preferred. A minimum of two years accounts payable experience is required. Incumbent must possess excellent written and oral skills, organizational skills, be detail-minded, have an aptitude for figures and take initiative. Computer experience with Windows and Excel experience is required. An understanding of the Authority's payment process is helpful. |
| Supplemental Information: |
| 1. Efficient, accurate review and processing of invoices and pay requests to expedite payment to vendors. 2. Monitors expenses on construction and design projects by maintaining detailed and effective log sheets and spreadsheets for all costs incurred. 3. Provides informative accurate reports to keep management abreast of project progress and payment flow via payment tracking in spreadsheets for certain vendors. 4. Obtains complete supporting documentation by maintaining excellent rapport with internal and external contacts. 5. Process invoice transmissions to the State Comptroller's Office for audit and issuance of payment 6. Work closely with the State Comptroller's Office to rectify and/or clarify any issues so that payments may be issued 7. Other duties and responsibilities as assigned. |
Link to Apply:
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