Accounts Payable Voucher Examiner for Employee Claims
About The Position
The Accounts Payable Voucher Examiner supports the U.S. Department of State’s Bureau of the Comptroller and Global Financial Services (CGFS), Office of Employee Claims, in Charleston, South Carolina. The work involves examining domestic relocation travel and allowance claims, including temporary duty (TDY) claims, and supporting the collection of outstanding travel advances. The role also supports Accounts Payable services for domestic and overseas operations by reviewing travel documents, receipts, invoices, vouchers, claims, and related payment requests for accuracy, adequate documentation, regulatory compliance, and justification. Examiners research discrepancies, prepare and enter financial transactions for payment processing, and resolve or escalate issues before transactions proceed for certification. The position does not independently certify payments or authorize final Treasury disbursement. The employee provides customer support and guidance to internal and external stakeholders, maintains professional relationships with Department of State bureaus, posts, and vendor contacts, and performs administrative and quality-control tasks. The role requires learning and consistently applying established procedures, regulations, financial policies, internal controls, and ISO 9001 objectives. A Secret security clearance is required, and the position is 100% onsite in Charleston, South Carolina. The standard shift is eight hours and is scheduled within operating hours of 6:00 AM to 6:00 PM. Schedules include an unpaid meal period of 30, 45, or 60 minutes according to operational requirements and supervisory approval. Additional hours may be required with prior approval.
Requirements
- High school diploma or equivalent.
- 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 and recognize when guidance or escalation is needed.
- Ability to understand and act on brief instructions.
- Must qualify to receive a Secret Security Clearance and complete and maintain the applicable background investigation and clearance.
- Ability to work 100% onsite in Charleston, South Carolina.
- Ability to work an eight-hour shift scheduled within operating hours of 6:00 AM to 6:00 PM, with an unpaid meal period.
- Additional hours may be required with prior approval.
Nice To Haves
- Some college.
- 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).
Responsibilities
- Learn and apply procedures and regulations for examining and processing claims, vouchers, and related documents, including applicable schedules, procurement instructions, travel regulations, commercial practices, contract terms, foreign currency, and conversion tables.
- Examine vouchers, invoices, claims, and other payment requests for accuracy, adequate documentation, regulatory compliance, and justification.
- Reconcile and analyze payment packages, and contact the submitting unit when discrepancies are found or documentation is incomplete.
- Provide customer support and guidance by email, telephone, and Microsoft Teams.
- Maintain compliance with financial policy requirements built into the accounting system.
- Verify voucher requests against authorization records and compare requests and statements with authorizing documents and supporting records.
- Compare authorized transaction requirements with reported performance to identify possible omissions.
- Analyze payments under indefinite quantity contracts, purchase orders, fixed-fee contracts, and cost-reimbursable contracts.
- Perform quality-control analysis of payment documents, ensure timely acceptance and approval of vouchers, and monitor Prompt Payment requirements.
- Enter voucher payment data into financial and accounting systems, including GFMS and RFMS.
- Obtain missing facts, forms, receipts, or signatures and perform administrative tasks such as filing, coding, and determining document format.
- Verify mathematical computations and adjustments and accurately transcribe facts and figures on supporting documents and forms.
- Recommend, develop, present, and implement cost-effective solutions to Department requirements.
- Establish and maintain relationships with Department of State bureaus, posts, and vendor points of contact to support tracking, monitoring, and reconciliation of vendor payments.
- Learn, support, and demonstrate an understanding of ISO 9001 objectives.
- Follow the approved work schedule and timekeeping requirements; obtain prior approval for any additional hours.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
