Who: Illinois Department of Transportation (Chicago Office)
What: This position is accountable for reviewing, processing, and producing fiscal documents for public
transit and rail operation assistance, capital improvement grant programs, and technical studies grants
for the Office of Intermodal Project Implementation (OIPI).
This position reports to the Financial Services Manager. There are no subordinates reporting to this
position.
This position operates in an environment where s/he is responsible for planning and controlling the
financial management of all public transportation grant programs and demonstrating a technical level
of review and constant attention to detail. In certain instances, grants may fund projects of large
sophisticated transit systems. In other instances, the recipients are less prepared to attend to the
administrative complexities of the program. The incumbent must provide a thorough review to ensure
that the OIPI maintains sound fiscal control of various state and federal grant programs. S/He
recommends appropriate action for OIPI fiscal matters for both grants and the operating budget
ranging from initial commitment of funds through audit reconciliation.
A typical problem confronting the incumbent is to control the fiscal activity for a variety of grant
programs and incorporate requirements of fiscal compliance which often require special attention for
the review and processing of documents. Other typical problems include maintaining a sound and
efficient fiscal management program and recommending an effective allocation of resources for the
OIPI’s operating budget. The greatest challenges are to develop an overall understanding of federal
and state rules and guidelines for the financial programs of the OIPI to ensure they are consistently
applied when reviewing contracts and invoices, to propose sound recommendations and refinements,
and to produce and process accurate fiscal reports and documents in a timely manner. The volume of
reports and documents generated by the incumbent makes timeliness an ongoing challenge in this
position. Accomplishing these challenges requires the incumbent to constantly establish and reevaluate priorities for managing the workload.
The incumbent is personally accountable for reviewing and processing the financial invoices and
contracts for public transit and rail grant programs. He/she is responsible for preparing all required
fiscal documents, monitoring the expenditure of funds, and coordinating the accounting and reporting
associated with these programs. These fiscal responsibilities require completing and processing large
quantities of paperwork with a strong emphasis on timeliness and attention to detail. This position
maintains operational expenditure spreadsheets that assist the Financial Services Manager with
developing and managing the annual operating
Responsibilities:
The ability of the incumbent to maintain relevant historical data and provide
realistic projections helps to maximize available resources. The incumbent manages the OIPI’s
accounts receivables and ensures proper procedures are followed. The incumbent implements sound
business practices that are essential for data tracking and problem resolution regarding the
department’s Fiscal Operations and Administration (FOA) mainframe accounting system as well as the
Office of the Comptroller’s statewide accounting management system. S/He prepares monthly and
quarterly status reports of fiscal transactions and maintains budget documents. The incumbent also
assists with the development and annual maintenance of written processes and procedures for fiscal
activities and maintains proper shared files for all fiscal documents.
This position is constrained by departmental rules and regulations. The incumbent has latitude to
accomplish tasks but refers matters of a unique and/or sensitive nature to the Financial Services
Manager for consultation.
This position maintains constant contact with OIPI staff in order to coordinate fiscal activities. In
addition, the incumbent maintains contact with the Office of Finance and Administration and the Office
of Planning and Programming. Externally the incumbent maintains contact with the Department of
Central Management Services, Federal Transit Administration, and various vendors and organizations
with which the department does business. This position requires occasional in-state travel which may
include overnight stays.
The effectiveness of this position may be measured by the ability of the incumbent to organize,
prioritize, and communicate the administrative requirements of the OIPI’s grant programs and
operating budget in order to maintain a sound financial management program in accordance with state
and federal guidelines and generally accepted accounting practices.
Qualifications:
• Education/Experience:
• Completion of a bachelor's degree majoring in business administration, public administration,
business management, or accounting, OR
• Completion of two years of college plus two years of experience processing invoices, reviewing
and organizing fiscal documents, developing and maintaining fiscal reports, or a combination
thereof, OR
• Six years of experience processing invoices, reviewing and organizing fiscal documents,
developing and maintaining fiscal reports, or a combination thereof
• Occasional in-state travel which may include overnight stays
• Valid driver’s license
Position Desirables
• Knowledge and understanding of basic accounting principles
• Experience with public transportation and rail funding programs
• General computer skills and proficiency with Microsoft Excel
• Strong attention to detail
• Strong oral and written communication skills
• Customer service mentality
• Willingness to learn and assist team members when needed
• Strong organizational skills
• Aptitude for working with numbers
Apply by reading instructions at the bottom of this document.
