Overview
DOC Graham CC Records Office Associate Jobs in Hillsboro, IL at State of Illinois
Advertisement Closes
5/3/2025 (8:00 PM EDT)
25-02526
Administrative Specialist
Pay Grade
12
Salary
$34,673.04 – $52,010.40 Annually
Employment Type
EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK
Click here for more details on state employment.
Hiring Agency
General Government Cabinet | State Treasurer
Location
1050 US 127 South, Suite 100
Frankfort, KY 40601 USA
Description
The Kentucky State Treasury is a watchdog for taxpayer dollars. It serves as a beacon of good government across the Commonwealth by promoting efficiency with its resources, encouraging collaboration in its execution, and instilling integrity in its culture. Treasury is a small state agency comprised of three divisions, each of which has its own unique and vital role in the fiscal operation of the Commonwealth. A career path at the State Treasury allows opportunities to develop a specialized skillset while developing interpersonal connections with employees at all levels of management.
The Administrative Specialist gains knowledge to interpret and apply relevant regulations, policies, and procedures applicable to the cash receipt process and develops technical skills to specialize in the functionality of deposits made to Commonwealth funds.
Daily job tasks would include financial activities such as verifying, processing, and balancing deposits for the Commonwealth by performing a daily reconciliation of cash receipts, eMARS documents, and check information captured in the J.P. Morgan Chase banking system.
These activities include a combination of balancing, reconciling, and posting receivables. The cash receipt process includes confirming and validating deposits received from state agencies, scanning checks through the JP Morgan Virtual Remit System, reviewing Cash Receipt documents in eMARS to make approvals to process receivables for deposit to the Commonwealth’s Custodial Bank. Other duties to this process include analyzing daily financial reports to identify and resolve any discrepancies or balancing issues that would affect the monthly reconciliation of the Commonwealth’s multiple bank accounts.
Other administrative duties include filing, organizing, and maintaining records to conduct archived check research and record-keeping compliance per the KDLA retention schedule standards and audit recommendations.
In addition, other essential skills for this position involve strong communication skills and customer service. These skills are conducted by phone, writing, or in-person when interacting with individuals from state agencies to process deposits and resolve discrepancies with financial records submitted to the agency for balancing and deposit. Other professional correspondence includes drafting responses to internal and external constituents to communicate check and deposit information. Also, provide professional and technical information when interacting with the J.P. Morgan Chase technical staff in resolving check imaging issues or system upgrades.
This position allows an individual to apply administrative, customer service, communication skills, and teamwork to provide quality assistance to the State Treasury constituents. Additionally, this position offers a gateway in obtaining knowledge of the Statewide Accounting System (eMARS), the process of Commonwealth accounts receivables through the cash receipt process administered by the Kentucky State Treasury. The functions of this position also coincide with other branches and sections of the agency, which provides an opportunity for the individual to network among staff to gain further exposure to other financial processes performed by the division.
The agency participates in the Commonwealth’s benefit plans to include options to enroll in Health Insurance Plans, Life Insurance Plans, Retirement Benefits, Paid Holidays, and optional Deferred Compensation plans. Professional development opportunities are easily accessible through the Commonwealth U online education and training system.
Responsibilities may include, but are not limited to:
Verifying documentation for deposits (cash receipts) submitted by state agencies.
Processing cash, checks and foreign check deposits by using eMARS and J.P. Morgan Virtual Remit systems.
Scanning checks for batch processing and check imaging using the J.P. Morgan Virtual Remit system.
Reviewing and approving cash receipt documents in eMARS.
Reviewing reports to resolve any balancing issues and make any necessary corrections.
Contacting state agencies and JP Morgan Chase to resolve any cash receipt or check scanning discrepancies.
Conducting check research using information systems.
Assisting with the research of returned checks.
Skills and Expectations include, but are not limited to:
Accountability.
Communication.
Customer Service.
Professionalism.
Teamwork.
Minimum Requirements
EDUCATION: Graduate of a college or university with a bachelor’s degree.
EXPERIENCE, TRAINING, OR SKILLS: One year of professional, administrative, or business experience.
Substitute EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.
Substitute EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.
SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE
Working Conditions
Incumbents working in this job title primarily perform duties in an office setting.
Probationary Period
This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.
If you have questions about this advertisement, please contact Rebecca Comley at [email protected] or 502-564-8826.
An Equal Opportunity Employer M/F/D
Show more
Title: DOC Graham CC Records Office Associate
Company: State of Illinois
Location: Hillsboro, IL
