Managerial Assistant III - Accounting

Illinois Secretary of State•Springfield, IL

5d•Onsite

About The Position

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.

Requirements

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.
Requires extensive knowledge of administrative practices and methods, specifically related to accounting.
Requires working knowledge of departmental operations.
Requires ability to express complex ideas clearly both orally and in writing.
Requires ability to develop and maintain satisfactory working relationships with management, other agency representatives and the general public.
Requires ability to analyze operational and administrative problems and to adopt an effective course of action.
Requires ability to deal tactfully with matters of a confidential, sensitive or controversial nature.
Requires ability to exercise independent judgment in dealing with operational and personnel management problems and to take appropriate course of action to correct such problems.
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/carry/push/pull 0-25 lbs.

Nice To Haves

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

Responsibilities

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.