Classification: Full-time

Department: Business and Finance

Primary Work Location: District Headquarters (Mahomet, IL)

FLSA: Non-Exempt

IMRF: Eligible

Starting Pay: Grade 5: $20.33 - $29.45; starting pay is at base of range

Hours:  Work hours are based on operational needs but typically they will be during regular business hours (Monday-Friday 8:00am-4:30pm) unless otherwise scheduled. Some evenings are required during monthly Board meetings.  

The Business & Finance Specialist provides high-level support to the Business and Finance Department, Board of Commissioners, and Executive Management. This position plays a pivotal role in ensuring smooth financial operations while providing executive assistance to key members of the Administration team and the appointed Board of Commissioners.

This position reports to the Business & Finance Director. This position does not supervise other staff.

Essential Functions

• Receive and review purchase orders from Forest Preserve employees; ensure purchase orders are timely, complete, and have the correct account number(s) assigned for expenses
• Process bi-weekly payroll
• Receive and process all vendor invoices, matching purchase orders with invoices; work with employees and vendors to resolve any discrepancies
• Process weekly and monthly transactions in the Forest Preserves’ accounts payable system for approved invoices according to Purchasing Guidelines and timelines
• Oversee purchasing card program, including training employees, monitoring expenditures and employee limits, and communicating with vendors as needed
• Serve as primary business point of contact for other departments.
• Hold monthly AP checks for mailing until approved for disbursement
• Draft monthly disbursement reports for the Director of Business and Finance
• Maintain vendor files with all purchase orders and invoices
• Research and answer employee vendor questions about the status of payments
• Contact vendor to resolve any payment or invoicing discrepancies
• Prepare accounts payable reports to assign expenses accurately to the correct department or fund account
• Promptly report problems with transaction processing for resolution
• Assist with preparation of the annual budget
• Assist with procurement of non-fixed assets, equipment, and vehicles, including maintaining database of active contracts and vendors, reviewing draft bid/quote solicitations and contracts as needed, and filing original contracts for records retention. 
• Provide support to the Board of Commissioners, including coordination and scheduling of Board meetings, adherence to Open Meeting Act Requirements, overseeing of Board travel, attending and taking minutes at monthly Board meetings, and coordinating process to produce materials for monthly Board meetings
• Assist with providing financial aspects of grant administration, including compliance and financial reporting
• Ensures that ordinances and key legal documents are promptly signed and filed as required by law.
• Perform all job tasks in compliance with the Forest Preserves’ Safety Manual and the department training manual

Secondary Functions

• Provide back-up for the administration of the facility rental program
• Provide back-up coverage for front desk operations which may include receiving visitors and answering incoming telephone calls.
• Perform occasional administrative tasks for Executive Director and Deputy Executive Director including drafting correspondence and other documents, coordinating meetings, and arranging travel.
• Supports and serves as backup for the Business and Finance Director and Assistant Director in their absence.
• Proofread and edit documents for content, spelling, grammar, punctuation, and format
• Prepare revenue deposits, cash receipt journals and reports
• Print and distribute standard monthly budget reports to department heads and prepare financial reports as requested by the Director of Business and Finance
• Maintain credit card check in/out system for employees and handle petty cash
• Maintain Forest Preserves’ records according to State-approved retention schedule
• Respond to requests for tax exempt information and other vendor requests
• Assist with preparation of reports, transaction testing and other information requested for the annual audit process
• Serve as back-up support for IT-related needs.
• Perform other duties as assigned