BID/JOB ANNOUNCEMENT

CHIEF VOUCHER EXPEDITER

FINANCE AND ADMINISTRATION DIVISION

DEPARTMENT OF CULTURAL AFFAIRS AND SPECIAL EVENTS (DCASE)

Number of Positions: 1

Salary: $68,940

This position is open to the public and all current city employees covered under the City’s Collective Bargaining Agreement with AMERICAN FEDERATION OF STATE, COUNTY, AND MUNICIPAL EMPLOYEES (AFSCME) – BARGAINING UNIT 1, 3, 4 & 5. Only employees in City job titles in this bargaining unit are eligible to bid.

BID INSTRUCTIONS: Apply on the bid site: https://chicago.taleo.net/careersection/103/jobsearch.ftl?lang=en AND

1. Check the box on your profile titled “Currently employed by the City of Chicago”

2. Enter your employee ID (located on your pay stub labeled ‘payee/employee number’)

3. Select your correct bargaining unit

FAILURE TO FOLLOW THESE INSTRUCTIONS WILL RESULT IN A REJECTED BID APPLICATION

The City of Chicago Department of Cultural Affairs and Special Events (DCASE) supports artists and cultural organizations, invests in the creative economy, and expands access and participation in the arts throughout Chicago’s 77 neighborhoods. As a collaborative cultural presenter, arts funder, and advocate for creative workers, our programs and events serve Chicagoans and visitors of all ages and backgrounds, downtown and in diverse communities across our city — to strengthen and celebrate Chicago. DCASE produces some of the city’s most iconic festivals, markets, events, and exhibitions at the Chicago Cultural Center, Millennium Park, and in communities across the city — serving a local and global audience of 25 million people. The Department offers cultural grants and resources, manages public art, supports TV and film production and other creative industries, and permits special events throughout Chicago.

Under general supervision, the Chief Voucher Expediter will process and supervise the processing of payments and the monitoring of expenditures to ensure that municipal finances are accurate and up to date, and that vendors and suppliers are paid within established timeframes. In this capacity, the position will perform the following duties:

ESSENTIAL DUTIES

• Supervise the data entry of invoices and participate in the processing of vendors’ invoices for payment
• Conduct research of contract agreements, invoices, and supporting documents to verify if item codes, remittance addresses, voucher numbers, funding strip codes, and contract data are accurate and covered and whether requested cost are valid based on quantity requirements and agreed discounts
• Compile invoices and support documents for packaging by date, vendor name, and remittance address and verifies that corresponding receiving reports are consist specifically in areas pertaining to cost, items and quantity before submitting to the Comptroller’s office for payment processing
• Supervise and monitor the maintenance of files containing reports, contracts and invoices
• Check figures for accuracy prior to processing vouchers and approving vendor invoices for payment
• Troubleshoot invoice problems conferring with vendors and department managers to resolve payment issues
• Interpret and communicate purchasing procedures and regulations to department managers
• Perform related duties as required

Additional duties may be required for this position

LOCATION: Department of Cultural Affairs and Special Events (DCASE)

Chicago Cultural Center, 78 E Washington St, Chicago, IL 60602

HOURS: Monday through Friday, 8:30am – 4:30pm

THIS POSITION IS IN THE CAREER SERVICE.

MINIMUM QUALFICATIONS

Three years of work experience in processing and auditing vendor invoices and purchase orders for payment of which one year is in a supervisory role related to the responsibilities of the position.

Disclaimer - "Accredited" means any nationally or regionally accredited college, university, or law school where the applicant is enrolled in or has completed an Associates, Bachelors, Masters, or Juris Doctorate degree program.

NOTE: You must provide your transcripts or diploma at time of processing, if applicable.

SELECTION REQUIREMENTS

This position requires applicants to complete an interview, which will include a written exercise. Candidates possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral interview, will be selected.

Preference will be given to candidates possessing the following:

• Experience in invoice management and processing payments
• Proficiency in Microsoft Word, Excel, PowerPoint, and Internet Research
• Bachelor’s degree

Knowledge: Considerable knowledge of office management and administrative procedures and practices. Knowledge of invoice processing and procedures. Knowledge of accounting databases and recordkeeping. Knowledge of departmental rules and regulations.

Skills: Excellent interpersonal and customer service skills. Strong written and oral communication skills. Proven organizational skills. High attention to detail. Proficiency in Microsoft Word, Excel, and PowerPoint.

Abilities: Ability to listen to and understand information and ideas presented. Ability to respond to inquiries in a timely manner. Ability to prepare, analyze, review, edit, verify, and interpret reports and invoices. Ability to develop and implement policies and procedures. Ability to use good judgment to evaluate situations and make decisions.

Other Requirements: Demonstrate willingness to take on job challenges. Be open to change (positive or negative) and to a variety of new ideas in the workplace. Demonstrate reliability, responsibility, and dependability in fulfilling obligations.

Working Conditions: General office environment, using standard office equipment.

ALL REFERENCES TO POLITICAL SPONSORSHIP OR RECOMMENDATION MUST BE OMITTED FROM ALL APPLICATION MATERIALS SUBMITTED FOR CITY EMPLOYMENT.

The City of Chicago is an Equal Employment Opportunity and Military Friendly Employer.

City of Chicago Department of Human Resources

Lori Lightfoot, Mayor Christopher Owen, Commissioner

Applications for this position will be accepted until 11:59 pm CDT on Wednesday, May 24, 2023.