Accounts Payable Intake Specialist

Job Description

Job Description

Interested in Applying? I have a few preliminary questions

• Can you obtain and maintain an MRPT or Secret Clearance?
• Are you able to work on-site 5 days per week?
• Do you enjoy helping people and solving problems?
• Do you thrive in a team-oriented environment?
• Are you looking for an opportunity with the 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?

All contractors supporting this Department must be able to either possess or pass Moderate Risk Public Trust (MRPT) investigation , or obtain a Secret  Security Clearance.  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.

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

• Adaptable, dependable, and self-drive
• Detail-oriented with excellent time management
• Strong written and verbal communication skills
• Team-first mindset with individual accountability
• Consistently meets or exceeds deadlines with accurate execution
• Takes ownership and provides clear status updates on assignments

Overview of Department: 

The Opportunity: Join the Bureau of the Comptroller and Global Financial Services (CGFS), Department of State (DoS), in Charleston, SC for a temporary assignment supporting the Office of Payables and Receivables. This office provides Accounts Payable services to domestic and selected overseas vendors. As an Accounts Payable intake Specialist, your primary responsibility will be to review invoice packages and create payment vouchers in the financial system, and distribute to the appropriate team, ensuring documentation accuracy and compliance prior to certification.

Day-to-day Job Responsibilities include: 

• Apply relevant regulations and procedures to review and process vouchers and invoices
• Examine financial documents for accuracy, completeness, and compliance
• Perform work consisting of the examination for accuracy, adequacy of documentation, compliance with regulations, and justification of vouchers, invoices, claims, and other requests for payment for: 

• Goods and services provided to or by the Government.
• Satisfaction of breach of contract or default in fulfilling contractual obligations (e.g., unauthorized substitution of materials specified in a contract or change from contracted price).
• Other transactions, when such examination of the request for payment is not classifiable in another series.

• Identify and resolve discrepancies by contacting the submitting unit
• Provide professional support to stakeholders via email, phone, and Teams
• Ensure compliance with Prompt Payment Act and financial policies
• Enter and process transactions into DoS financial systems
• Validate voucher details against authorizations, receipts, and acceptance records
• Analyze payments related to IQCs, purchase orders, fixed-fee, and cost-reimbursable contracts
• Perform quality control and maintain tracking and reconciliation for vendor payments
• Complete administrative tasks such as coding, filing, and data verification
• Learn, support, and demonstrate an understanding of ISO 9001 objectives.
• Support and uphold ISO 9001 quality management principles
• Perform other duties as assigned

Invoice Receipt mailbox: 

• Review and perform quality checks on vendor invoices to ensure Prompt Payment conformance and accuracy
• Research Awards and Contracts to verify claim validity
• Format and prepare package for Bureau approval and payment

Bureau Approval Mailbox 

• Review approvals submitted by bureaus to ensure completion and accuracy for payment processing
• Research and review receiving reports
• Attach approval packages and/or receiving reports to payment system and update status for payment processing.

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)