Accounting Specialist

Illinois State University; Normal (IL); On-site; USD 32,000 - 37,000; Full time

Benefits offered by this job

Health, dental, vision, and life

Retirement options

Tuition waiver

Paid holidays

Paid benefit time

Job summary

Illinois State University’s Facilities Planning team seeks an Accounting Specialist to provide administrative, fiscal, and project support. You will process documents, requisitions, purchase orders, pay applications, invoices, vouchers, change orders, and budgets, ensuring compliance with State of Illinois and ISU procurement rules.

The role interfaces with campus partners and external vendors, maintaining records and generating various reports.

Qualifications

• High school diploma or equivalent required.
• Two years (24 months) of full-time or part-time experience in bookkeeping, office support, or related area.
• Course work in accounting or related discipline or related work experience may count toward qualification.
• Two years (24 months) of full-time work experience in bookkeeping, office support, or related area.

Responsibilities

• Provide administrative, fiscal, and project support for Facilities Planning.
• Process and track project documents, requisitions, purchase orders, pay applications, invoices, vouchers, and change orders.
• Maintain project budgets and generate reports.
• Coordinate communications with campus partners and external vendors.

Skills

Administrative support

Data analysis

Education

High school diploma or equivalent

Bachelor’s degree in related field (preferred)

Tools

Microsoft Office Suite

Bluebeam Revu

CMMS (TMA)

Job description

Title: Accounting Specialist
Division Name: Finance and Planning
Department: Facilities Planning

Job Summary

This position provides administrative, fiscal, and project support for Facilities Planning, Design and Construction at Illinois State University. The position is mainly responsible for processing and tracking project-related documents, requisitions, purchase orders, pay applications, invoices, vouchers, change orders, project budgets, various reports, and records. It is responsible for understanding and operating within current State of Illinois and Illinois State University procurement rules and regulations. The position also supports daily office operations, coordinates communication with campus partners and external vendors, and provides backup administrative support to ensure continuity of office functions. The role requires someone to be dependable, organized, detail-oriented, service-focused, and able to work collaboratively with the Director, administrative staff, project managers, and campus departments.

Additional Information

• Insurance benefits, including health, dental, vision, and life


• Retirement and supplemental retirement planning options


• Tuition waiver benefits available to staff as well as their eligible dependents


• Paid holiday / administrative closures during Thanksgiving and Winter Breaks


• Paid benefit time


• For more University Benefit information: https://hr.illinoisstate.edu/benefits/


• Information regarding eligibility for participation in the State Universities Retirement System and the State of Illinois Group Insurance program can be reviewed here https://hr.illinoisstate.edu/benefits/insurance/

Salary Rate / Pay Rate

$23.00 - $26.78 per hour

Required Qualifications

1. High school graduation or equivalent.


2. Any one or any combination totaling two (2) years (24 months) from the categories below:
   
   
   
   • A. Course work in accounting, as measured by the following conversion table or its proportional equivalent:
     
     
     
     • -9 semester hours equals two (2) years (24 months)
     
     
     
     
   
   
   • B. 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)
     
     
     
     
   
   
   • C. Work experience in bookkeeping, office support, or closely related experience.
   
   
   
   


3. Two (2) years (24 months) work full time (or part time equivalent) experience in bookkeeping, office support, or closely related experience.

Preferred Qualifications

1. 1. Bachelor’s degree in a related field.


2. 2. Two (2) years of experience providing administrative and operational support to project managers, directors, or professional staff in a fast-paced environment.


3. 3. Two (2) years of experience utilizing advanced Microsoft Excel functions to support data analysis, reporting, and decision-making.


4. 4. Two (2) years of experience working with enterprise software applications and computerized systems, including Microsoft Office Suite, Bluebeam Revu, and Computerized Maintenance Management Systems (CMMS), preferably TMA.


5. 5. Working knowledge of State of Illinois and Illinois State University purchasing and procurement policies and procedures.

Work Hours

Monday - Friday; 8:00 a.m. - 4:30 p.m.

Functional Expectations

1. Remain at a workstation for extended periods


2. Move about in various locations across campus as needed to complete day-to-day work.


3. Effectively communicate on a daily basis.

Proposed Starting Date

November/December 2026

Required Applicant Documents

• Resume

Optional Applicant Documents

• Transcripts - See Special Instructions to Applicants for additional options


• Certification of Retirement Annuity

Special Instructions for Applicants

Sponsorship: Applicants for this position must be currently legally authorized to work for Illinois State University in the United States. Illinois State University will not sponsor or take over the sponsorship of an employment visa for this opportunity. Illinois State University is not a qualifying employer for the STEM OPT benefit: only the 12-month OPT may be used to work at Illinois State University.
Please fully complete the entire application including, but not limited to, the education and work history portions. Be specific on your work history, including employment dates (if part-time you must list the number of work hours) and duties for all positions held. Applicable part-time work experience will be considered toward qualifying for this position; however, it will be converted to a full-time equivalency to determine combined length of experience. Please do not put \"see resume\" in the duties and responsibilities section of the work history. This will be considered an incomplete application and incomplete applications will not be considered.
If you are using college or university coursework to qualify for this position, then transcripts (may be unofficial) must be submitted prior to the application deadline to receive full consideration. Transcripts can either be uploaded with your application or submitted via the options listed below. In order to be eligible for Veteran's Preference points on the exam, appropriate military service documentation, such as a DD214, must be submitted prior to the application deadline.
Transcripts and/or DD-214 paperwork may be faxed or mailed to Human Resources by the application deadline:
Fax: [phone], Attn: Colette Homan
Address: Illinois State University
Human Resources
Campus Box 1300
Normal, IL 61790-1300
The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of applicant materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. After the application deadline, the names within the top three scores will be referred to the department for interview.
Illinois State University is authorized to do business within the State of Illinois. All work under this appointment is required to be performed from within the State of Illinois. If hired, out-of-state candidates must establish Illinois residency within 180 calendar days from the start date for this position. Illinois residency requires proof of a valid Illinois driver’s license or a valid State of Illinois ID card. Failure to produce the required documentation within 180 calendar days will result in immediate termination of employment.

Contact Information for Applicants

Colette Homan
Human Resources
309-438-8848
[e-mail]

Important Information for Applicants

This position is subject to a criminal background investigation and if applicable, an employment history review, based on University Policy 3.1.30 and any offer of employment is contingent upon you passing a satisfactory criminal background investigation and/or an employment history review. You may not begin work until the criminal background investigation results have been received and cleared by Human Resources.

Illinois State University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and need a reasonable accommodation under the Americans with Disabilities Act (ADA) or other state or federal