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Administrative Assistant IV

2 months ago

Chicago, Illinois, United States National Guard Employment Network Full time
Job Summary

This position serves as an essential member of the National Guard Employment Network to support the Finance Department with the processing of invoices for payment.

Key Responsibilities
  • Develops, updates, and resolves vendor invoice aging analyses to ensure invoices are paid on time.
  • Monitors and tracks vendor invoices received via shared inbox.
  • Serves as a liaison between the department and vendors to ensure fiscal deadlines are communicated timely.
  • Ensures expenditure processing requests and requisition are closed out in a timely manner.
  • Works with vendors to ensure department costing codes are consistent across all vendors.
  • Processing of invoices, requisitions, and vouchers in the City Financial System.
  • Review and reconcile invoices and vouchers for payment from the internal department database into the City Financial System.
  • Review and verify daily postings of invoices in the City Financial System to ensure timely payment.
  • Verify the posting of payments for such items as goods procured, services delivered.
  • Liaise with internal and external partners for processing and payment.
  • Filing, storage, and maintenance of departmental files.
  • Ordering, storage and distribution of supplies and equipment.
  • Maintain departmental records and processes requests in accordance with departmental regulations.
Additional Responsibilities
  • Additional duties may be required for this position.
Requirements
  • Two years of progressively responsible clerical experience, or an equivalent combination of training and experience.
  • Considerable knowledge of general office procedures and practices.
  • Good knowledge of bookkeeping and basic accounting techniques and principles.
  • Good knowledge of payroll and timekeeping operations.