Managerial Assistant III - Accounting

Job Title: Managerial Assistant III - Accounting

Division: Administration

Union: N/A

Location: 2701 S Dirksen Pkwy, Springfield, IL – Sangamon County

Salary: Range $5,737 to $10,723 monthly - commensurate with experience

Benefits: State employee benefits information available at (Use the "Apply for this Job" box below)..html

Performs a wide variety of highly responsible administrative functions as an assistant to top management staff; serves as top-level management assistant in specialized administrative areas; performs sensitive, complex and confidential work related to the department’s programs; serves as Department Liaison with other members of the management staff in the Department and Agency on a variety of items; serves as an assistant for fiscal office and budgetary duties.

• Serves as the Department Liaison contact for questions, inquiries and complaints received from the Executive Office, FOIA requests or escalation items on behalf of the Director; responsible for researching the issues and engaging other staff and/or departments as needed; creates professional level, detailed response to the matter researched; assists with confidential personnel information and actions such as promotions, salary changes and discipline;
  
  performs monthly lapse deficit reporting and budget review for the Department; carries out special assignments on a confidential basis as required by the Director.
• Manages repository for Department procedures and training documents to ensure they are up to date as changes occur in the department; ensures all procedures and training documents are reviewed annually by the department’s divisions/sections and updates are added to the repository in a timely manner; identifies gaps in current training and procedure documents, working with appropriate staff to create additional documentation needed;
  
  serves as back up for department personnel liaison and fiscal officer duties; serves as primary contact for voucher approvals for the department and works with Budget to ensure vouchers are correct; ensures reporting is completed and distributed following set deadlines.
• Create and/or complete a variety of reports for the Accounting Revenue department; assist with distribution of department reports to the appropriate parties; serves as representative for the Department Director on meetings as needed; answers internal calls and questions related to the department; engages with staff for other Secretary of State departments to assist with a variety of questions, completing any necessary research and providing a professional, timely response to the inquiry;
  
  provides support for incoming calls from external customers as needed.
• Assists the Director with researching, and gathering data on legislative items including but not limited to: audit requests, department legislative initiatives, and questions from General Counsel or Legislative Affairs staff; reviews annual list of legislative changes to determine impact on the Department and communicates those items to the appropriate sections; works with the section managers to confirm any changes needed are completed by the required date of legislation;
  
  engages IT staff when technical changes are needed to support legislative changes; escalates any concerns in this area to the Director in a timely manner; ensures the Director is up to date on any legislative changes affecting the department as well as the status of ongoing work in this area.
• Performs other duties as required or assigned.

Requires knowledge, skill and mental development equivalent to the completion of four (4) years college, must include courses in accounting and/or business administration AND three (3) years of professional experience in a public or private organization.

• Preferred candidates will have earned a degree in accounting and demonstrate a high level of knowledge regarding accounting practices and principles.

• Requires extensive knowledge of administrative practices and methods, specifically related to accounting.
• Requires working knowledge of departmental operations.
• Requires ability…