Accounts Payable Intake Specialist

Department of State Temporary Position

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)