Accounting Officer (CS25-249)

Southern Illinois University Edwardsville; Edwardsville (IL); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading university seeks an Accounting Officer to oversee financial and operational functions within the Facilities Management Department. The role involves managing departmental expenditures, budgeting, and inventory control, ensuring compliance with financial policies. Ideal candidates will have a high school diploma, relevant coursework, and experience in bookkeeping or office support. Strong knowledge of purchasing and records management is essential.

Qualifications

• Two years of experience in bookkeeping or office support.
• Knowledge of SIUE purchasing and fiscal policies.

Responsibilities

• Manage non-labor expenses exceeding $4 million annually.
• Assist in developing utility budgets exceeding $6 million.
• Maintain inventory control systems for assets over $1.4 million.

Skills

Knowledge of purchasing

Records management

Customer service

Data entry

Initiative

Education

High school diploma or equivalent

Course work in accounting

Job description

Position Summary:

The Accounting Officer (CS25-249) in the Facilities Management Department at SIUE is responsible for overseeing a wide range of financial and operational functions, primarily centered on the management, costing, and reconciliation of departmental non-labor expenditures and inventory assets exceeding $4 million. This role plays a key part in supporting utilities budgeting processes, ensuring compliance with internal financial controls, and maintaining accurate and comprehensive financial records.

Key Responsibilities:Financial Processing & Cost Management:

• Process, cost, and reconcile non-labor expenses on the FM cash account, totaling over $4 million annually.

• Complete and submit monthly accounts receivable and accounts payable reports.

• Manage and reconcile PCard transactions, ensuring accurate costing and compliance with university policies.

• Handle cash management activities, including inter- and intra-departmental billings, billing generation, payment receipt, costing, and preparation of bank deposits.

• Reconcile monthly bank statements and internal accounting records.

Budgeting & Financial Planning:

• Assist the Assistant Director of Utilities in developing utility budgets and expenditure projections for accounts exceeding $6 million.

• Assemble and analyze financial data to support budget preparation and forecasting.

• Prepare purchase orders for utilities-related services and maintain accurate expenditure tracking.

Inventory & Asset Management:

• Maintain inventory control systems for departmental assets and equipment exceeding $1.4 million in value.

• Accurately record receipts, transfers, and disposals of assets and equipment.

• Oversee the purchase, billing, and assignment of departmental 2-way radios.

Reporting & Compliance:

• Establish and maintain organized systems for internal and external billing records.

• Prepare, distribute, and file monthly and annual financial reports and summaries.

• File usage and loss reports with governmental agencies and communicate relevant notifications and emergency alerts (gas, electric, and water).

• Develop, implement, and communicate financial operating policies and procedures to support departmental efficiency and compliance.

Additional Duties:

• Perform duties associated with lower-level accounting positions as needed.

• Provide general administrative and financial support across the department.

Minimum Qualifications:

• High school diploma or equivalent.
• Any one or combination totaling two (2) years (24 months) from the categories below:
  Course work in accounting, as measured by the following conversion table or its proportional equivalent:
  9 semester hours equals two (2) years (24 months)
  Course work in any discipline as measured by the following conversion table or its proportional equivalent:
  30 semester hours equals one (1) year (12 months)
  Associate's Degree (60 semester hours) equals eighteen (18) months
  90 semester hours equals two (2) years (24 months)
• Work experience in bookkeeping, office support, or closely related experience.
• Knowledge and experience in purchasing/expediting and records management. Knowledge of work processing and ability to work with variety of data entry systems. Understanding of materials management/expediting within a job cost environment. Knowledge and understanding of SIUE purchasing, PCARD, and Disbursement guidelines including purchasing rules, invoicing, billing and coding. Ability to set priorities, meet deadlines, and conduct excellent phone customer service with vendors. Knowledge of or the abilities to understand and integrate University fiscal policies and procedures with Facilities Management job cost system. Excellent initiative and verbal and written skills.

Civil Service Information:Civil Service Application - FAQs

Application Instructions:How to Apply - Step by Step

Illinois Residency Requirement:Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.

Illinois residency requires proof of a valid Illinois Driver’s License or state of Illinois ID Card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Classification:State Universities Civil Service System Classification Number:3852– SUCSS Classification Title. For more information on Civil Service classifications, please visit the State Universities Civil Service System website at:https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Veterans:Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves). For help in determining the appropriate proof of eligibility to submit, please refer to theGuide for Veteran Document Verification.

Pre-Employment Screening:External candidates receiving a job offer must undergo pre-employment screening, including a criminal background check. For safety sensitive positions, a drug screen will also be required.

Work Authorization Information:This position does not offer work authorization sponsorship. International students at SIUE on F-1 or J-1 visas are not eligible for full-time or part-time civil service positions with permanent status. F-1 and J-1 visa holders must be enrolled full-time and can only apply for temporary part-time roles working 20 hours or less per week during spring and fall semesters, such as student worker positions, assistantships, and civil service extra help roles. SIUE is a state university, and it's important to highlight that benefits from state-sponsored plans may not be accessible to individuals on F1 or J1 visas.

Accommodation:If you are unable to utilize our online application system and need to request an accommodation, please reach out to us at 618-650-2190 or via email at:[e-mail]

EEO Statement

Southern Illinois University Edwardsville is an equal opportunity employer and thus prohibits discrimination against employees, applicants for employment and students on the basis of age, color, disability, marital status, national origin, race, religion, sex, sexual orientation, or veteran’s status.

We value your interest and look forward to reviewing your application. For questions or more information, please [e-mail].