CHIEF VOUCHER EXPEDITER

About the role

Under general supervision, processes and supervises 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.

Responsibilities

• Supervises the data entry of invoices and participates in the processing of vendors' invoices for payment
• Conducts 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
• Compiles invoices and support documents for packaging by date, vendor name, and remittance address and verifies that corresponding receiving reports are consistent specifically in areas pertaining to cost, items, and quantity before submitting to the Comptroller's office for payment processing
• Supervises and monitors the maintenance of files containing reports, contracts, and invoices
• Checks 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
• Facilitates delegate agency and vendor management training as well as conduct subrecipient monitoring performance
• Conducts Delegate agency spend performance Voucher Audit Review or (VAR) and is responsible for maintaining department 5-day invoice queue
• Interprets and communicates purchasing procedures and regulations to department managers
• Documents, maintains, and updates relevant policies and procedures
• Coordinate delegate agency payment workflow administration with Contract and Finance teams
• Performs other related duties as assigned

Requirements

• Three (3) years of work experience in processing and auditing vendor invoices and purchase orders for payment
• OR: Graduation from an accredited college or university with an Associate's degree or higher plus one (1) year of work experience in processing and auditing vendor invoices and purchase orders for payment

Qualifications

• This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview
• The interviewed candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the oral and written parts of the interview will be selected

Desired Skills

• Previous experience working and communicating with delegate agency and other management teams
• Proficiency with Microsoft Office software such as Word, Excel, PowerPoint, Team and SharePoint
• Previous experience working with the City of Chicago Voucher Audit Tracking System (VATS)
• Previous experience working in a high stress, high visibility work environment with performance-oriented accountability
• Previous experience supporting continuous improvement initiatives
• Bachelor Degree
• Previous experience facilitating training and/or new product familiarization to vendors, internal stakeholders and establishing metrics to track performance

Pay & Schedule

• Starting Salary: $75,336.00/Year
• Location: 111 West Washington
• Days: Monday – Friday
• Hours: 8:30am – 4:30pm

This position is grant based and is subject to the availability of the supporting award lifecycle and its renewal with the City of Chicago.