Telecom Invoice, Travel & E-Rate Administrator (Executive II)

Position Overview

Are you looking for a rewarding career with an organization that values their staff? The Department of Innovation & Technology (DoIT) is seeking to hire qualified candidates with the opportunity to work in a dynamic, creative thinking, problem solving environment. This position serves as a Telecom Invoice, Travel & E-Rate Administrator, organizing, implementing, controlling, and evaluating procedures to enable the State’s full participation in telecommunications invoice verification and Illinois Educational Telecommunications Reimbursement Program (E-Rate); serves as a Travel Coordinator for the agency, administering both in-state and out-of-state travel arrangements consisting of the coordination and review of travel requests, including per diem allowances, hotel accommodations, mileage reimbursements, and any required changes; provides fiscal analysis and recommendations to management concerning the efficiency and effectiveness of DoIT fiscal operations; analyzes, evaluates, updates, and monitors, vendor payments through various contracts and obligations for use in budgeting decisions and technology fund management for travel related payments; and acts as a liaison with the accounting unit to publish and distribute necessary reporting in a timely manner.

If you possess these knowledges, skills, abilities, and experience, we invite you to apply for this position to join the DoIT Team!

As a State of Illinois employee, you receive a comprehensive benefits package including:

• Competitive Group Insurance benefits including health, life, dental and vision plans
• Flexible work schedules (when available and dependent upon position)
• 10 -25 days of paid vacation time annually (10 days for first year of state employment)
• 12 days of paid sick time annually which carryover year to year
• 3 paid personal business days per year
• 13-14 paid holidays per year dependent on election years
• 12 weeks of paid parental leave
• Pension plan through the State Employees Retirement System
• Deferred Compensation Program – voluntary supplemental retirement plan
• Optional pre-tax programs -Medical Care Assistance Plan (MCAP) & Dependent Care Assistant Plan (DCAP)
• Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility

For more information regarding State of Illinois Benefits follow this link: https://www2.illinois.gov/cms/benefits/Pages/default.aspx

Essential Functions

• Under general direction, serves as a Telecom Invoice, Travel & E-Rate Administrator for the Department of Innovation & Technology (DoIT) organizing, implementing, controlling, and evaluating procedures to enable the State’s full participation in telecommunications invoice verification, travel coordination, and Illinois Educational Telecommunications Reimbursement Program (E-Rate).
• Serves as a Travel Coordinator for the agency, administering both in-state and out-of-state travel arrangements consisting of the coordination and review of travel requests, including per diem allowances, hotel accommodations, mileage reimbursements, and any required changes.
• Provides fiscal analysis and recommendations to management concerning the efficiency and effectiveness of DoIT fiscal operations, including the preparation of timely and accurate financial reporting and correspondence for DoIT technology funds.
• Analyzes, evaluates, updates, and monitors, vendor payments through various contracts and obligations for use in budgeting decisions and technology fund management for travel related payments. 
• Serves as a liaison with the accounting unit to publish and distribute necessary reporting in a timely manner, including providing expert support for accounting, budgeting, and fiscal management of DoIT Telecommunication funds.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

•    Requires knowledge, skill, and mental development equivalent to completion of four (4) years of college, preferably with courses in business or public administration.
•    Requires two (2) years of responsible administrative experience in a public or business organization.

Specialized Skills

•    Requires two (2) years of professional experience organizing, implementing, controlling, and evaluating procedures to enable participation in telecommunications invoice verification or the Illinois Educational Telecommunications Reimbursement Program (E-Rate).
•    Requires two (2) years of professional experience applying federal E-Rate guidelines and requirements or a similar public or private set of guidelines and requirements to agency documentation and procedures to ensure compliance. 
•    Requires two (2) years of professional experience conducting financial analysis, reconciliation, and reporting activities, including preparing financial reports and correspondence related to the E-Rate program or a similar telecommunication program.
•    Requires two (2) years of professional experience applying policies and procedures related to government accounting, billing, invoicing, or expenditure processes, including invoice review, approval, reconciliation and compliance with established fiscal controls

Preferred Qualifications

•    Two (2) years of professional experience organizing, implementing, controlling, and evaluating procedures to enable participation in telecommunications invoice verification or the Illinois Educational Telecommunications Reimbursement Program (E-Rate).
•    Two (2) years of professional experience applying federal E-Rate guidelines and requirements, or a similar public or private set of guidelines and requirements to agency documentation and procedures to ensure compliance. 
•    Two (2) years of professional experience conducting financial analysis, reconciliation, and reporting activities, including preparing financial reports and correspondence related to the E-Rate program or a similar telecommunications program.
•    Two (2) years of professional experience applying policies and procedures related to government accounting, billing, invoicing, or expenditure processes, including invoice review, approval, reconciliation and compliance with established fiscal controls. 
•    Two (2) years of professional experience working with schools and the Federal Universal Service Access Corporation to interpret FCC and USAC rules and decisions relating to E-Rate eligibility.
•    One (1) year of professional experience coordinating and reviewing travel requests, including per diem allowances, hotel accommodations, mileage reimbursements, and any required changes.
•    Extensive knowledge of compiling and communicating fiscal information for quarterly and annual reporting to external entities. 
•    Ability to analyze complex expenditure problems, evaluate potential solutions, and implement effective courses of action to resolve billing or expenditure issues. 
•    Ability to establish and maintain cooperative working relationships with staff, managers, executives, and vendors, fostering collaboration in resolving sensitive financial issues. 
•    Demonstrated verbal and written communication skills to present fiscal information clearly and precisely to diverse audiences, including executives, management, staff, external auditors, and vendors. 

Conditions of Employment

Note: All applicants must be able to meet the following Conditions of Employment, with or without reasonable accommodation, to be considered for this position. The State of Illinois complies with federal and state disability laws and will make reasonable accommodations for applicants and employees with disabilities.  

•    Requires the ability to verify identity.
•    Requires employment authorization to accept permanent full-time position with State of Illinois.
•    Requires the ability to pass a position specific, agency required background check.
•    Requires self-disclosure of criminal history.
•    Requires the ability to travel in performance of duties.
•    Requires the ability to work outside of normal hours to meet deadlines.
•    Requires the ability to use agency supplied equipment such as laptop, personal computer, work cell phone, etc.
•    Requires the ability to work overtime including scheduled, unscheduled, short notice, evening, weekends, and holidays.
•    Requires the ability to lift and carry objects or equipment weighing up to 10 pounds. This is considered sedentary work as defined by the U.S. Department of Labor (20 CFR 404.1567(a)). Sedentary work involves lifting no more than 10 pounds at a time and requires occasional lifting, carrying, walking, and standing.
•    The conditions of employment listed are incorporated and/or related to any duties included in the position description.