Financial Services Coordinator | City of Urbana

Posted on Mar 10, 2023 and will remain open until filled.

Are you great with numbers, detail-oriented, and enjoy working with both internal and external customers? The City of Urbana is now accepting applications for a Financial Services Coordinator. Under general supervision from the Financial Services Manager, the successful candidate will be responsible for processing City payroll, interpreting and applying provisions of labor agreements and applicable laws and policies, providing technical support and training to department payroll clerks, processing various revenue receipts, preparing and posting journal entries, maintaining various subsidiary ledgers, assisting with the annual budget, and preparing financial analyses as directed. This position requires frequent contact with employees, vendors, and the public.  Salary will be commensurate with experience; typical starting salary range is $63,767.70 - $82,898.01 annually.

Essential Duties and Responsibilities


  • Receives, reviews, and processes personnel action request forms (PARFs), requesting additional information or corrections as necessary. Coordinates with Human Resources to ensure accurate employee records.
  • Calculates appropriate payouts related to separated employees as defined by City Personnel Policies and Procedures Manual.
  • Receives, reviews, and processes bi-weekly time from various departments, which includes verifying hours and time off, reviewing the trial run for errors, and making changes to the master files. 
  • Interpret and apply provisions of labor agreements and applicable laws and policies.
  • Prepares and distributes payroll checks and coordinates payroll direct deposits, including positive pay files with financial institutions. Prepares and submits appropriate bi-weekly and monthly reports with State, Federal and other organizations, such as Illinois Municipal Retirement Fund, Illinois Department of Employment Security, State of Illinois, and the Internal Revenue Service.
  • Prepares and submits appropriate quarterly and annual reports in compliance with State and Federal requirements, such as Form 941, W-2’s, and Affordable Care Act.
  • Prepares and submits payments to flex spending accounts, retirement accounts, credit union, and any other authorized deductions.
  • Provide technical support and training to department payroll clerks.

Accounts Receivable

  • Processes various City revenue receipts for deposit such as recycling tax, food and beverage tax, landscape recycling fees, rental registration fees, hotel and motel tax, and local motor fuel tax; verifies calculations of these receipts; enters revenue receipts into financial system; verifies revenue receipts to general ledger.
  • Prepares and mails bills to individuals and businesses owing money to the City for various services performed such as nuisance abatements or damages to City property; maintains file system for outstanding bills and mails out follow-up notices; works with City’s Legal office to collect delinquent accounts.
  • Negotiates and approves payment plans within established limits.  Monitors payment plan compliance.


  • Reconciles City’s health, dental, and life insurance payments from payroll records to the amount billed, including payments made from retirees and other agencies, ensuring accuracy of reimbursement to the City.
  • Maintains various subsidiary ledgers and reconciles those to the general ledger on a monthly basis.
  • Prepares financial analysis under the direction of the Financial Services Manager.

Business Office Support

  • Provides support for the City’s computerized systems, including assistance with implementation of new modules.
  • Participates in weekly staff rotation to deliver deposits to the bank.
  • Prepares or inputs journal entries.
  • Prepares competitive pricing bids as needed. Prepares bulk order of City stationary as needed.
  • Prepares internal and external correspondence.
  • Performs other duties as assigned.

For a full list of duties and responsibilities, please refer to the job description

Required / Minimum Qualifications:


  • Completion of an associate’s degree in Accounting or equivalent.
  • Three (3) years of accounting, bookkeeping, payroll or related experience; “experience” is defined as paid, full-time employment.
  • Five (5) years of related, professional work experience may substitute for the education requirement.
  • Knowledge of basic accounting principles and practices and the analysis and reporting of financial data.
  • Knowledge of principles and procedures for personnel policies and procedures and compensation and benefits as it relates to payroll.
  • Knowledge of business English, punctuation, spelling, office practices and procedures, and operation of standard office equipment.
  • Strong attention to detail.
  • Ability to maintain strict confidentiality of secure information.

About the Urbana Community
Award-winning dining. Cutting-edge technology. World-class education. Gigabit-speed fiber network. Urbana is a city where artists, thinkers, and innovators thrive. And we’re just getting started! Urbana boasts a history built on innovation. From the famed Morrow Plots, a National Historic Landmark, to the groundbreaking research conducted every day on the flagship campus of the University of Illinois, Urbana embraces creative thinking and diversity to drive innovation and advancement. We’re connected to each other and the world thanks to an award-winning mass transit district, Amtrak rail, a regional airport, and three major interstates. Prefer to get around on two wheels? We are proud to be the first Gold Level Bicycle Friendly Community in Illinois. Our West Urbana neighborhood has been named of the 10 Great Neighborhoods in America by the American Planning Association, and together with our twin city Champaign, we’ve been recognized as the Greatest Food Town in the Midwest by Midwest Living Magazine, as well as an AARP Age-Friendly Community. Led by Mayor Diane Wolfe Marlin, Urbana’s progressive values include civic engagement, celebrating entrepreneurs and innovators, smart growth, and transparent governance. Award-winning schools, outstanding parks, a mosaic of diverse and engaged neighborhoods, a robust array of businesses located throughout the city, and reliable public services committed to the best possible quality of life for residents serve to make Urbana a great place for all to thrive.

The City of Urbana Welcomes Diversity!
We foster an environment that values and encourages mutual respect, inclusion of all people, and utilizing differences and similarities as an organizational asset. EOE.

City of Urbana


400 S. Vine St.
UrbanaIL  61801
United States

How to apply

Apply online at Correspondence will be conducted by e-mail. The position will remain open until filled, but the first round of application review will take place after March 31, 2023. Interested applicants are strongly encouraged to apply by that date. 

This is a Civil Service position and the application questions will serve as the exam for this position.  Once the position has closed, applications will be evaluated for relevant skills, experience and education. Applicants meeting or exceeding the passing score established by the Urbana Civil Service Commmission will be placed on the Civil Service register for this position. If you are not one of the top scorers but are on the register, you may be eligible for consideration in the future as positions become available. The established eligibility list may be used to fill current and future full-time and part-time vacancies during the life of the list.Questions may be directed to Femi Fletcher, Human Resources Manager, at: or call (217) 384-2458. The City of Urbana provides reasonable accommodations for persons with disabilities; if you need information, please contact the Human Resources Division at the number or e-mail above.   

City of Urbana
Financial Services Coordinator
Urbana, IL

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