Accounts Payable Voucher Examiner for Employee Claims

Job Description

Job Description

The Bureau of the Comptroller and Global Financial Services (CGFS), Department of State (DoS), Charleston, SC requires the contractor to auditing domestic relocation travel and allowance claims, including TDY and collection of outstanding travel advances.

The employee will provide Claims Auditor support to The Bureau of the Comptroller and Global Financial Services (CGFS), Department of State (DoS), Charleston, SC for the Office of Employee Claims Division. The Office of Employee Claims is responsible for auditing domestic relocation travel and allowance claims, including TDY and collection of outstanding travel advances. 

Interested in Applying? I have a few preliminary questions

• Can you obtain and maintain the required Secret clearance?
• 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 and 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 and 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
• Must qualify to receive a Secret Security Clearance

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 travel documents and receipts, 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: 

Detailed job responsibilities include:

• Learn and apply the procedures and regulations required to examine and process claims, vouchers, and related documents; keeping in mind applicable schedules, procurement instructions and procedures, travel regulations, commercial practices, trade customs and terminology, general terms and provisions of standardized forms of Government contracts, foreign currency, weight conversions tables, etc.
• 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: 

(1) Goods and services provided to or by the Government.

(2) 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).

(3) Other transactions, when such examination of the request for payment is not classifiable in another series.

• Reconcile, analyze and contact submitting unit if discrepancy is found or if the package is incomplete. 
• Provides customer support and guidance via e-mail, telephone, and teams. 
• Maintain compliance with financial policy requirements built into the accounting system.
• Examine vouchers to verify requests made against the record of what was authorized. 
• Compare requests and statements against various authorizing documents, with receipt, delivery, inspection, or acceptance certificates, or with other available papers and records. 
• Compare the performance required by the transaction authorized with the actual performance reported to detect any possible omission of performance.
• Analyze payments under indefinite quantity contracts (IQC), purchase orders, fixed fee, Cost Reimbursable contracts.
• Perform a quality control analysis off all payment documents, ensures timely acceptance and approval of all vouchers & monitors Prompt Payment requirements.
• Enters voucher payment data into our financial and accounting systems (GFMS and RFMS).
• Perform administrative tasks such as securing missing facts, forms, receipts, or signatures and perform administrative tasks such as filing, coding, or determining format. 
• Verify mathematical computations and adjustments, and in transcribing facts and figures on a variety of supporting documents and forms.

• Recommend, develop, present, and implement cost-effective solutions to the Department’s requirements.

• Responsible for establishing and maintaining relationship with DoS bureaus, posts, and vendor points of contact, to facilitate tracking, monitoring, and reconciliation of vendor payments. 
• Learn, support, and demonstrate an understanding of ISO 9001 objectives.

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 eight-hour work shift scheduled within the established operating hours of 6:00 AM to 6:00 PM.
• Work schedules include an unpaid meal period of 30, 45, or 60 minutes, based on operational requirements and supervisory approval.
• The earliest authorized departure time is 2:45 PM for employees beginning their workday at 6:00 AM with a 45-minute meal period. Actual departure times vary based on approved start times and meal periods.
• Employees must adhere to their approved work schedules to ensure adequate office coverage and accurate timekeeping.
• Additional hours may be required with prior approval from the Assistant Program Manager and Department of State management.
• This position is 100% onsite in Charleston, South Carolina.

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.