Accounts Payable Specialist
1 week ago
**ACCOUNTS PAYABLE SPECIALIST I**
**Department**: Senate Disbursing Office
**Reports to**: Accounts Payable Supervisor
**NATURE OF WORK**
This is administrative work, which may at times be demanding and repetitive, involving the examination and interpretation of large volumes of financial data. Work involves performing audit-level review of vouchers, invoices, claims, and contracts for the Senate. Work is bound by Title 2 of the U.S. Code; generally accepted accounting principles; Secretary of the Senate policies and procedures; the _U.S. Senate Handbook_;the _Senate Ethics Manual_; and Senate Disbursing Office procedures, practices, and guidelines, but requires independent judgment in setting priorities and handling time-sensitive assignments.
**ESSENTIAL FUNCTIONS**
Examine and perform the audit-level review of vouchers, invoices, claims, and/or contracts for the Senate (including travel and transportation, goods and/or services provided to or by the Senate through contractual obligations) and adjustments, such as certifications (reimbursements), cash advances, and check advances. Approve vouchers in the financial system by electronic signature before sending to the Senate Committee on Rules and Administration for review and approval.
Review and analyze accounting processing codes and object class codes for governmental and commercial invoice payment transactions to ensure expenditures are charged to the proper entities.
Receive and respond to queries from administrative managers, chief clerks, other Senate staff, and vendors regarding issues with billings or policies and procedures for expense reimbursement.
Provide Senate staff with information and assistance with technical issues related to the accounting documents, records, and procedures. Compile and provide information for reports and statements, answer questions, and provide necessary assistance.
Monitor and track cash advances for an assigned number of Senate offices to ensure that advances are paid within regulatory time limits and to initiate collection against delinquent accounts. Review daily reports and monthly advanced aging reports from a database; verify data to confirm that an advance is outstanding, and notify offices and individuals that paychecks will be withheld or other collection activity initiated; refer difficult cases to a Certifying Accounts Payable (AP) Specialist or to a supervisor; and ensure the appropriate fund is replenished.
Maintain current knowledge of the Disbursing Office’s Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; and participate in periodic exercises and drills.
**PHYSICAL DEMANDS AND WORKING ENVIRONMENT**
**MINIMUM QUALIFICATIONS**
Associate’s degree from an accredited institution required (bachelor’s degree preferred), with one to three years of accounts payable experience and the following knowledge, skills, and abilities:
Knowledge of accounting systems and related policies and procedures, as well as applicable federal, state, and local regulations. Knowledge of the Senate’s accounting systems and pertinent legislation a plus.
Knowledge of generally accepted accounting principles and practices, double-entry bookkeeping, cash management principles, cash advance and aging report procedures, and the process of obtaining payment of delinquent advances.
Basic knowledge of the Senate as an institution preferred, with a desire and willingness to learn more about the legislative process, as well as the history and operation of the Senate.
Knowledge of the flow and processing cycles of financial information. Knowledge of the Senate payroll and accounting cycles a plus.
Knowledge of accounting procedures and techniques applicable to disbursements and appropriation.
Knowledge of accrual accounting, budget object classes, data entry procedures, financial management system programs, and automated accounting systems. Familiarity with database management.
Ability to use computers and relevant computer software packages. Demonstrated keyboarding ability.
Ability to deal with others using tact and diplomacy at all levels of the Senate community.
Ability to communicate effectively, both orally and in writing.
**LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS**
None.
Pay: $66,765.00 - $103,488.00 per year
**Benefits**:
- 401(k)
- Employee assistance program
- Flexible spending account
- Health insurance
- Paid time off
- Tuition reimbursement
Schedule:
- 8 hour shift
- Monday to Friday
People with a criminal record are encouraged to apply
Work Location: In person
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