ICB Process Analyst

Job Description

Job Description

Essential Job Functions:

The Bureau of the Comptroller and Global Financial Services Charleston (CGFS), Department of State (DoS) has a requirement for a Business Process Analyst (BPA) to perform accounting, reconciliation, financial systems analysis, interface file management and financial reporting support services in the areas of treasury reporting and financial reconciliations.

Interested in Applying? I have a few preliminary questions…

• Do you love working with numbers and research? 
• Do you love analysis and problem solving?
• Do you love figuring out how to make operational procedures better?
• Can you create and maintain complex spreadsheets?
• Are you really good with accounting and financial software?
• 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.

Why is this Different from other Job Opportunities?

All personnel provided under this task order must be able to either possess or obtain a security clearance of Secret, to be issued by Department of State, Diplomatic Security. 

Important note to consider: A secret clearance will open a lot of doors for your career in the Government to include possibilities of being hired directly. 

You must meet these minimum requirements:

• Experience supporting some of the enterprise accounting and financial systems and technical environments 
• Ability to analyze complex requirements, develop alternate solutions, and perform evaluations of a wide range of systems and related financial services support issues
• Supporting design, implementation, and testing of accounting and financial management systems
• Works as a team member analyzing task requirements, developing work plans, executing assignments, and preparing documentation
• Intermediate level of expertise in Excel is a must
• Strong Excel skills required to maintain spreadsheets in order to monitor trends, analyze data, and prepare statistical reports
• Self-initiative and a motivation to learn is crucial
• Current knowledge or ability to learn DoS accounting and financial policies and procedures as contained in the Foreign Affairs Manual and Foreign Affairs Handbook, as supplemented with internal operating procedures. and knowledge of Treasury reporting process requirements
• Organization and time management is key due to the many competing priorities
• Attention to detail, critical thinking, and out-of-the-box thinking is encouraged
• Must be eligible to obtain Secret Security clearance

Preferred requirements:

• A four-year degree from an accredited college or university (preferred) 
• Travel/Business Credit Card Statement Reconciliations experience is highly preferred. 
• Functional expertise and experience in Federal accounting operations, policies practices, reporting and business processes/requirements is desirabl
• Strong Excel skills required to maintain spreadsheets in order to monitor trends, analyze data, and prepare statistical reports

Our most Successful Employees in this position demonstrate:

• Ability to obtain in-depth functional knowledge of financial operations that provides a basis for analyzing business processes, information flows and relationships to the supporting automated systems.
  • Current knowledge or ability to learn Department of State accounting and financial policies and procedures as contained in the Foreign Affairs Manual and Foreign Affairs Handbook, as supplemented with internal operating procedures and its application to DoS financial and accounting systems is preferred
  • Possess technology savviness and ability to catch on quickly. Knowledge on computer-based applications including word-processing, web-based applications, spreadsheets (VLOOKUP and pivot tables, and database management)
• The candidate should be a team-player with a positive attitude.
• Demonstrated ability to analyze complex financial systems, troubleshoot issues, develop, communicate, and implement cost-effective solutions to the Department's requirements
• Able to multi-task during times of high email volume to accurately address customer inquiries and able to escalate issues to the Supervisor and Manager as appropriate
• Attention to detail, critical thinking, and out-of-the-box thinking is encouraged, ability to work and mold to an ever-changing environment is a must
• Provide user support as needed, identify training requirements and prepare/ review documentation.
• Ability to compile and analyze data from various sources into an organized report format to be provided to Management
• Effective communication with all levels (Colleagues, shareholders, and upper Management); ability to create rapport and ask the right questions to gather Client's requirements; able to convey difficult terms and processes in an easy-to-understand language and terminology
• Experience with Cash Receipts, Lockbox, OTCnet, Pay.gov, Centrally Billed Accounts (CBA), IPAC, Grants, Government Travel, or related Federal financial processes is preferred.

Day-to-day Job Responsibilities include:

As part of the Office of Reports and Reconciliation Directorate, Interface Control Branch reconciles payments and collections owed to and by the Department of State. These payments and collections are processed through various channels, including: Intragovernmental Payment and Collections (IPAC), Collection Information Repository (CIR), Grants - Health and Human Services (HHS) Payment Management System (PMS), and Government Travel - Domestic, White House, and E2 Solutions for travel management and transportation transactions.

Functional Responsibilities include, but not limited to: 

• Perform daily Cash Receipts posting and reconciliation activities in accordance with established procedures and applicable Quality Work Instructions (QWIs).
• Process and reconcile Cash Receipts received through Lockbox, OTCnet, and Pay.gov.
• Perform Centrally Billed Accounts (CBA) reconciliations, including researching and resolving discrepancies and coordinating follow-up as required.
• Maintain memoranda accounting records, supporting documentation, and spreadsheets as needed to supplement official accounting records and support work measurement.
• Research transaction discrepancies, identify accounting or processing issues, and coordinate with appropriate bureau, vendor, and Department contacts to obtain resolution.
• Review financial data and supporting documentation for completeness, accuracy, and compliance with established CGFS procedures and internal controls.
• Safeguard Personally Identifiable Information (PII) and adhere to applicable OMB A-123 internal control requirements.
• Provide technical and reporting support and prepare reports, documentation, and status information for ICB leadership as required.
• Perform analysis of business functions and operational processes, identify recurring issues or inefficiencies, and recommend process improvements when appropriate.
• Provide user support as needed, identify training requirements, and prepare or review process documentation.
• Support ISO 9001 requirements by reviewing applicable Quality Work Instructions (QWIs), Reference Documents (RDs), Forms, and other quality documents to ensure alignment with current business processes and CGFS policy requirements.
• Cross-train on additional ICB functions and provide backup support based on workload and operational requirements.

Additional duties may include:

• Develop subject matter expertise in assigned reports, business intelligence tools, financial management policies, practices, and operations to support client requirements and branch needs.
• Review Treasury and Department financial reports, including Statements of Difference when assigned, to validate transaction amounts and fiscal information and support discrepancy resolution.

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 and important process used: 

Office Software : Microsoft Office Suite (Office 365): Mainly Word, Excel and Access

Reporting Database: Global Business Intelligence (GBI)

Document Storage: Document Imaging System (DIS) 

Collection Research: LexisNexis

Accounting Systems:

• Global Financial Management System (GFMS)
• Regional Financial Management System (RFMS)