Vendor Claims Accountant-DOS

2 months ago

Charleston, United States IFAS LLC Full time
Job DescriptionJob DescriptionVendor Claims Accountant

The employee will provide accounts payable vendor claims auditing support to the Bureau of the Comptroller and Global Financial Services (CGFS), Department of State (DoS), Charleston, SC for the Office of Vendor Claims Division. The Office of Vendor Claims is responsible for providing Accounts Payable services for domestic and (some) overseas vendors. The main duty of the Vendor Claims Auditor will be to review invoice packages to ensure all required documentation has been provided and create the payment voucher in the accounting system, ensuring information accuracy and requirements have been met prior to payment certification.

Interested in Applying? I have a few preliminary questions:

  • Do you love conducting detailed research?
  • Do you love helping people?
  • Do you love analysis and problem solving?
  • Do you love working with a team?
  • 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.

You Must Meet these Minimum Requirements:

  • Applicant must have a minimum of 24 hours of accounting coursework.
  • Must have experience as an accountant for a moderate-sized enterprise, performing transaction analysis, reconciliation, trial balance summaries and reconciliation with General Ledger.

We are also Looking for…

  • A four-year degree from an accredited college or university is preferred, or;
    • 2 years of college, plus 2 years’ experience relative to the specific position, or;
    • 4 years’ experience relevant to the specific position.
  • Note: The Applicant must have a minimum of 24 hours of accounting coursework.
  • 2 to 4 years of overall relevant Accounts Payable professional experience in auditing, financial transactions, customer service, protecting personal identifiable information and drafting emails is preferred.
  • Superior organizational, oral and written communication skills; Ability to communicate with all levels of Management and staff.
  • Ability to understand brief explanations of work requirements and follow directions with minimal supervision and able to work well with others.
  • Experience with computer applications is required; experience with Microsoft Office Suite.
  • Quality deliverables presented with minimal errors or error free and on time.
  • Ability to adapt to the everchanging world of claims.
  • Make contributions to the team with little direction.

Our most Successful Employees in this Position Demonstrate:

  • Attention to detail is a must as they will have to audit payment request packages against the contract, purchase order, receiving report and invoice.
  • Ability to conduct research and analysis and provide/explain findings.
  • Ability to solve problems as they arise and provide choice of options to reach desired results.
  • Team collaboration with the ability to work independently.
  • Positive attitude with strong and effective communication skills.
  • Time management/flexibility; ability to work within pre-established timeline.
  • Dependability, reliability, responsibility, and integrity.
  • Ability to work on multiple priorities and provide status updates.
  • Takes ownership and demonstrates personal accountability for tasks assigned.

Day-to-day Job Responsibilities include:

  • Learn and apply the procedures and regulations required to examine and process invoices, 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.

Work Schedule:

  • The employee will work an 8-hour shift between the hours of 6:15 am to 6:00 pm with a non-compensated 45-minute lunch (See your Project Manager for work schedule and department policies). Additional hours may be required and must be authorized by your Project Manager and DoS Management. This is a hybrid position with 2 days teleworking and 3 days on-site. Note: Teleworking benefit will begin after training is completed while in the office (on-site) and must be approved by the Immediate Supervisor. (Ask more about this in the interview).

Software Systems Utilized:

  • Microsoft Office Suite: Word, Excel, PowerPoint, Access and Outlook
  • Accounting/Financial Systems: Global Financial Management System (GFMS) and Regional Financial Management System (RFMS)
  • Document Storage: Document Imaging System
  • Reporting System: Global Business Intelligence
  • Invoice Payment Platform (IPP)
  • International Treasury System (ITS)
  • Secure Payment System (SPS)

IFAS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.

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