Accounts Payable Voucher Examiner

Job Description

Job Description

Interested in Applying? I have a few preliminary questions

• Can you pass a Moderate Risk Public Trust Investigation?
• Are you able to work 100% on-site, five days per week, in Charleston, SC?
• Are you comfortable working with detailed financial information and following established procedures?
• Do you enjoy researching discrepancies and solving problems?
• Do you take accuracy seriously and know when to stop and ask questions rather than make assumptions?
• Do you work well in a team environment while remaining accountable for your individual assignments?
• Are you looking for an opportunity supporting the U.S. Department of State in Charleston, SC?

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

Why is this Different from other Job Opportunities?

This position supports the U.S. Department of State’s Bureau of the Comptroller and Global Financial Services (CGFS) and requires the successful completion and maintenance of the applicable background investigation or security clearance.

Working in a cleared federal environment provides valuable experience supporting Government financial operations and may strengthen your qualifications for future opportunities requiring a Federal background investigation or security clearance.

You Must Meet these Minimum Requirements

• High school diploma or equivalent; some college preferred.
• Strong organizational, written, and verbal communication skills.
• Ability to understand, follow, and consistently apply detailed procedures and instructions.
• Proficiency with Microsoft Office applications, including Outlook, Teams, Word, and Excel.
• Ability to review detailed information and identify inconsistencies or missing documentation.

• Ability to manage multiple assignments and meet established deadlines.
• Ability to communicate professionally with internal and external stakeholders.
• Ability to work independently while recognizing when additional guidance or escalation is required.
• Ability to understand and act on brief instructions

We are also Looking for

• Preferred qualifications include:
• Associate degree or two or more years of relevant experience in accounts payable, invoice processing, voucher examination, financial transactions, accounting operations, auditing, or a comparable financial-processing environment.
• Experience reviewing invoices and supporting documentation for accuracy, completeness, or payment eligibility.
• Experience researching and resolving discrepancies involving invoices, purchase orders, contracts, receiving documentation, accounting information, or funding.
• Experience working within established procedures, internal controls, quality standards, or other structured processing requirements.
• Experience drafting professional correspondence.
• Intermediate to advanced Microsoft Excel skills.
• Familiarity with Microsoft Access, ServiceNow, or similar business applications.
• Experience handling sensitive or Personally Identifiable Information (PII).

Our most Successful Employees in this Position Demonstrate

• Strong attention to detail and a commitment to accuracy.
• Sound judgment and a willingness to research before making assumptions.
• Dependability, adaptability, and personal accountability.
• Strong organizational and time-management skills.
• Professional written and verbal communication.
• A team-first mindset while maintaining ownership of individual assignments.
• Ability to follow established procedures consistently.
• Ability to recognize discrepancies, research issues, and elevate questions when appropriate.
• Consistent completion of assignments accurately and within established deadlines.
• Clear and timely status updates when assignments require additional research or follow-up.

Overview of Department: 

Join the U.S. Department of State’s Bureau of the Comptroller and Global Financial Services (CGFS) in Charleston, SC, supporting the Office of Payables and Receivables.

The office provides Accounts Payable services supporting domestic and overseas operations. As an Accounts Payable Voucher Examiner, you will review invoice and payment documentation, research discrepancies, and prepare financial transactions for payment processing while ensuring accuracy, proper documentation, and compliance with applicable requirements.

Voucher Examiners serve an important role in the Government payment process. The position requires careful review of financial documentation, application of established procedures, accurate transaction processing, and appropriate resolution or escalation of discrepancies before transactions 

proceed for certification.

Day-to-day Job Responsibilities include: 

• Review invoices, vouchers, claims, and supporting documentation for accuracy, completeness, adequacy of documentation, and compliance with applicable requirements.
• Apply established regulations, policies, procedures, and work instructions when reviewing and processing financial transactions.
• Validate invoice and vendor information against supporting documentation.
• Review documentation supporting the receipt and acceptance of goods and services.
• Verify applicable invoice, receipt, acceptance, and other payment-related information required for processing.
• Review accounting and financial information associated with payment transactions.
• Research discrepancies involving invoices, supporting documentation, purchase orders, contracts, accounting information, funding, or prior transactions.
• Identify incomplete, inconsistent, or unsupported transactions and obtain additional information or documentation when required.
• Communicate with submitting offices and other stakeholders to research and resolve discrepancies.
• Prepare and enter transactions into applicable Department of State financial systems.
• Prepare payment transactions and supporting documentation for subsequent review and certification.
• Apply applicable Prompt Payment Act requirements and financial policies during transaction processing.
• Analyze payments associated with purchase orders, contracts, and other authorized procurement or financial instruments.
• Maintain documentation supporting research, corrections, correspondence, and processing decisions to provide an appropriate audit trail.
• Perform quality-control activities and maintain required tracking or reconciliation information.
• Provide professional customer service and support through email, Microsoft Teams, telephone, and other approved communication methods.
• Complete administrative activities associated with transaction processing, including data verification, document management, tracking, and filing.
• Follow applicable internal controls, quality-management requirements, and established ISO 9001 principles.
• Recognize transactions or circumstances requiring additional research, correction, return, or escalation before processing continues.
• Perform other related duties as assigned.

Important Role Distinction:  Voucher Examiners prepare and process financial transactions for review and certification. The position does not independently certify payments or authorize final Treasury disbursement.

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.

Software Systems Utilized 

• Microsoft Office Suite: Word, Excel, PowerPoint, Access and Outlook 
• Accounting/Financial Systems: 
• Global Financial Management System (GFMS)
• Regional Financial Management System (RFMS)
• USAID Accounting System known as Phoenix 
• Document Storage: Document Imaging System 
• Reporting System: Global Business Intelligence 
• International Treasury System (ITS) 
• Secure Payment System (SPS)
• Other Department of State financial, document-management, reporting, and payment-related systems as required.