Accounts Payable Intake Technician

Job Description

Job Description

The Bureau of the Comptroller and Global Financial Services (CGFS), Department of State (DoS), Charleston, SC requires a contractor to provide Audit Distribution and Reconciliation support for the Office Claims. The Office of Claims is responsible for accounts payable support for the Department of State. 

 

Why is this Different from other Job Opportunities?

All contractors supporting this Department must be able to obtain and maintain a Security Clearance of “ Secret ”.  Important note to consider :  A Secret Clearance will open a lot of other doors for your career in the Government to include possibilities of being hired directly.

This is more than just a job … it’s your entry point into the U.S. Department of State in Charleston . You’ll be directly supporting the Office of Payables and Receivables. This position puts you in the beginning of the Claims process and will expose you to various processes related to Accounts Payable. After a year (hopefully more) you’ll even have the opportunity to start applying for other positions within CGFS, giving you a real pathway to long-term career growth.

Here’s why this role stands out:

• Clear Career Path: This role can open doors to many other government opportunities.
• Hands-On Federal Experience: Work with real-world U.S. Government financial systems.
• Impactful Work: Your attention to detail will keep federal payments accurate, compliant, and on time.

Key Highlights:

• Work Hours and Location: On-site (Monday–Friday, 8-hour shifts between 6:00 am – 6:00 pm)
• Clearance: Ability to obtain and maintain a Secret Clearance or Active MRPT
• Skills: Organization, attention to detail, strong communication, Microsoft Office proficiency
• Preferred: Experience in auditing, financial transactions, customer service, or handling PII

You’ll be reviewing and processing vouchers and invoices packages, ensuring compliance with federal regulations, and interacting with stakeholders across agencies. It’s a detail-oriented, team-focused role that offers an incredible learning experience in a professional, mission-driven environment.

Interested in Applying? I have a few preliminary questions 

• Do you love organization, analysis and problem solving?
• Do you have strong attention to detail?
• Do you provide Exceptional Customer Service?
• Are you looking for a job in the Department of State, located in Charleston, SC?

If you answered yes to most of these, keep reading on. 

You Must Meet these Minimum Requirements:

• High School Diploma or GED
• Experience in providing support for automated financial systems
• Experience performing business systems analysis 
• Experience performing the analysis of technical and financial tasks
• Experience supporting users with installed systems or providing technical support to financial processes requiring an understanding of the functions and operations and the automated systems that support these operations. 
• Experience analyzing transaction errors and assisting functional users in correcting these errors.
• MS Excel entry level knowledge and experience (i.e. sort, create and maintain simple formulas). 

 

We are also Looking for…

• An Associates or four-year degree from an accredited university or college is preferred.
• Experience in supporting the development/implementation of large, complex financial management systems is preferred. 
• Experience with some of the systems and technologies supporting DoS accounting and financial services preferred.
• Ability to analyze data and obtain the necessary information to correct problems. 
• Ability to work independently or as part of a team
• Organizational and effective time-management skills
• Strong attention to detail
• Experience with Case Management System/Service Now or
• Experience with workflow management systems that utilize a case or ticketing system to track and distribute work 
• Excellent and professional communication with internal and external customers, both written and verbally.
• Provide detailed resolutions with proven great customer service.
• Web-based Meeting Software

 

Our most Successful Employees in this Position Demonstrate:

• Strong analytical skills 
• Deep-dive fact finding 
• Ability to multi-task and prioritize tasks and meet deadlines
• Communicate well with all levels of management and co-workers
• Process analysis and being able to recommend improvements.
• Self-motivated and ambitious.

 

Job Responsibilities

The ADR Intake Distribution Specialist provides financial and operational support to the Office of Claims by performing invoice intake and distribution, financial research, payment processing support, and accounts receivable and debt management support. The position reviews and validates financial documentation, research transactions and fiscal data, assists with TDY and PCS allowances and OF-1164 reimbursements, supports payment cancellation activities, and helps identify and resolve financial discrepancies. The specialist works across Department financial and workflow systems to ensure transactions are accurately documented, appropriately routed, and processed in accordance with established procedures while providing timely and professional support to internal and external customers.

ADR Management Support

• Assist with the review, research, tracking, and resolution of outstanding receivables, debts, collections, and related financial discrepancies. 
• Assist with preparing, reviewing, and coordinating debt referrals, rescissions, interest calculations, collection notices, and supporting documentation, as assigned. 
• Research and provide fiscal data, accounting information, document status, payment history, and other financial information needed to support ADR inquiries and case resolution. 
• Review cancellation requests, verify payment status and supporting information, and assist with cancellation or reissuance actions in accordance with established procedures.

Bureau Approval Mailbox 

• Review approvals submitted by bureaus to ensure completeness and accuracy for payment processing.
• Research and review receiving reports and other supporting documentation.
• Attach approval packages and/or receiving reports to the appropriate payment system and update status for payment processing

Invoice Receipt mailbox - Employee Claims Support: 

• Review and perform quality checks on vendor invoices and supporting documentation to ensure completeness, accuracy, and Prompt Payment conformance.
• Research awards, contracts, and related financial information to verify claim validity and support proper processing.
• Format, prepare, and route invoice packages for bureau approval and payment processing.
• Review and process TDY and PCS allowance documentation and OF-1164 reimbursement claims in accordance with established procedures.
• Research missing or incomplete information and coordinate with appropriate parties to obtain documentation necessary for processing.

General Financial and Administrative Support

• Perform financial research and analysis using applicable Department accounting and financial systems.
• Research transaction errors and assist functional users with identifying and correcting discrepancies.
• Secure missing facts, forms, receipts, signatures, and other supporting documentation required to complete financial transactions.
• Update financial or workflow system records and statuses as appropriate.
• Maintain professional working relationships with DoS bureaus, posts, vendors, and other stakeholders to facilitate tracking, monitoring, and resolution of financial transactions.
• Support process improvements and recommend solutions to improve efficiency, accuracy, and customer service.
• Learn, support, and demonstrate an understanding of ISO 9001 objectives.  

Software Systems Utilized: 

• Microsoft Office Suite: Word, Excel, PowerPoint, Access and Outlook
• Accounting/Financial Systems: Global Financial Management System (GFMS) and Regional Financial Management System (RFMS)
• Document Storage: Document Imaging System
• Reporting System: Global Business Intelligence
• Invoice Payment Platform (IPP)
• International Treasury System (ITS)
• Secure Payment System (SPS)

Work Schedule:

• Standard 8-hour shift scheduled between 6:00 AM and 6:00 PM.
• Work schedules include a non-compensated 30, 45, or 60-minute meal period, based on operational needs and supervisory approval.
• Employees are expected to adhere to their approved schedule to support office coverage and accurate timekeeping.
• Additional hours may be required with Assistant Program Manager and DoS approval.
• 100% on-site position.