Chief Fiscal Officer & Chicago Operations Manager

POSITION SUMMARY:

Subject to the management approval and direction of the Executive Inspector General (EIG), serves as the Chief Fiscal Officer and Operations Manager. The incumbent is responsible for planning, directing, implementing, and administering all finance functions including:  administering an annual budget in excess of $10 million; working closely with the EIG to manage budget, financial, and compliance issues; preparing annual budget and appropriation requests; and managing expenditures and the budget to meet operational needs. Manages the fiscal year-end close process, ongoing analysis of financial operations, and internal accounting systems and records. Manages administrative operations of the Chicago office, including building maintenance, inventory and supplies, and fleet management. This position involves working with information of an extremely sensitive and confidential nature.

DUTIES & RESPONSIBILITIES:

1. Serves as the principal budget and accounting advisor to the EIG and senior management, and performs all assigned duties in a timely manner and within the timeframes (deadlines) set by senior managers or sufficiently prior to the due date so that senior managers have an appropriate amount of time to review the work product.


2. Responsible for timely development, management, and analyses of all matters related to accounting, and management of financial reporting, budget, and appropriations.


3. Responsible for being aware of, tracking, and complying with all governing laws, rules, regulations, policies, and mandates relating to financial matters, such as, but not limited to, the State Finance Act, the Procurement Code, and the Fiscal Control and Internal Auditing Act (FCIAA) so that the OEIG complies with all rules or laws.


4. Identifies cost savings opportunities, prepares cost/benefit analyses and recommendations to senior management, and tracks costs and benefits of recommendations that are implemented. 


5. Assists in preparing biennual Illinois Auditor General compliance examination responses relating to all duties and responsibilities.


6. Responsible for mandatory fiscal reporting requirements, including but not limited to reporting under FCIAA), the Public Accountability Report (PAR), Annual Real Property Utilization Report (ARPUR), travel headquarters report (TA2), annual inventory certification and year-end GAAP reports. Oversees and monitors all compliance examinations, federal financial participation, and contract administration so that the OEIG complies with all rules and laws. Seeks guidance from appropriate external subject matter experts to resolve issues as required.


7. Consistently assesses all OEIG fiscal operations, internal accounting controls, and compliance processes to identify needed changes. Makes written recommendations to the EIG and/or General Counsel to improve controls, efficiency, financial reporting, or compliance and provides reasons or a basis for proposed recommendations.


8. Manages all agency expenditures, authorizes payments through the Comptroller’s Office, and manages and disburses petty cash. Ensures that all financial transactions are adequately documented and appropriately recorded and that OEIG internal controls are followed.

DUTIES & RESPONSIBILITIES (cont'd):

9.  Responsible for procurement of goods and services for the OEIG pursuant to State procurement rules and laws. Files and maintains required documentation in the State electronic procurement system. Communicates with the State Procurement Officer or Chief Procurement Officer to obtain necessary approvals of procurements.

10. Manages the Director of Information Technology, thus ensuring that the agency’s information technology needs are met. This supervision includes overseeing the development of IT policy, compliance with internal and external standards, and procurement of necessary software and hardware.esponsible for administrative operations of the Chicago office including managing, identifying, and resolving all issues related to our leased space to ensure the office is run efficiently and without disruption.

11. Responsible for administrative operations of the Chicago office including managing, identifying, and resolving all issues related to our leased space to ensure the office is run efficiently and without disruption.

12. Manages the procurement and inventory of office supplies and equipment, including: the development and maintenance of property records; the temporary assignment and tracking of shared usage assets, such as cameras, recorders, projectors, communications devices, etc.; and implementation of property control instructions, practices, and policies.

13.  Manages the fleet of agency vehicles by supervising the agency’s Vehicle Coordinator(s), thus ensuring the agency’s Vehicle Use Policy is followed. That supervision includes ensuring that vehicles are serviced, vehicle use records are maintained, and required reports are filed.

14.  Manages assigned subordinate staff to achieve optimal productivity, quality, consistency, timeliness, accuracy, and prioritization of assignments. Evaluates the progress and ensures development of subordinate staff through training, guidance and mentoring.

15.  Facilitates hiring, training, performance evaluations, professional development, and disciplinary actions for all subordinate staff. Ensures timely compliance of staff with all OEIG personnel policies and practices.

16. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above. 

ABILITIES & SKILLS:

To be successful in this position, a Chief Fiscal Officer and Operations Manager should have the following:

• excellent interpersonal, analytical, research, writing, presentation, and communication skills; 


• ability to exercise independent judgment, consider facts objectively, identify issues, and make sound decisions;


• ability to effectively communicate with coworkers, interviewees, and representatives of other agencies in a professional manner;


• strong organizational skills, including the ability to manage multiple concurrent projects and set and/or monitor deadlines;


• flexibility and interest in working both independently and collaboratively in a team environment, including considering opinions and feedback of others;


• high personal ethical standards and the ability to work with sensitive and confidential materials;


• familiarity with computers, photocopiers, and telecommunication equipment, and video conferencing applications; and


• a willingness to travel, including overnight.

REPORTS TO:

Executive Inspector General 

SUBORDINATE POSITIONS:

Accounting Specialist, Accounting Clerk/Vehicle Coordinator, Administrative Accounting Assistant, Director of Information Technology

MINIMUM QUALIFICATIONS:

• bachelor’s degree in finance, accounting, business, or a related area of study;


• advanced knowledge of or experience with accounting and fiscal management standards (e.g., GAAP), techniques, practices, and principles; and


• demonstrated knowledge of Microsoft Office Suite (Excel, Word, Outlook, Project, and PowerPoint) and Internet applications.

PREFERRED QUALIFICATIONS:

• prior progressive supervisory experience in finance, accounting, office/budget management, or related area;


• extensive experience with State and federal laws, rules, regulations, and policies relating to financial accounting;


• Certified Public Accountant;


• prior experience as a Chief Financial or Administrative Officer;


• prior experience with Enterprise Resource Planning systems; and


• prior experience with State procurement processes.

JOB STATUS:

Full-time, FLSA exempt.  This position is exempt from provisions of the State of Illinois Personnel Code.

LOCATION:

The position is in our Chicago office at 69 West Washington.