Payment Specialist - Wash DC / Hybrid

Bow Wave LLC•Washington, DC

4d•Hybrid

About The Position

Under the technical direction of Direct Hire (DH) staff in the Office of Finance, junior-level personnel support USAID payment operations, including document control, voucher processing, commercial invoice review, and Intra-Governmental Payment and Collection (IPAC) transactions. Personnel work jointly with USAID direct hire staff to ensure invoices and payment documents are properly received, reviewed, routed, recorded, and scheduled for payment in compliance with federal laws, regulations, contractual requirements, and Agency policies. This labor category supports a high-volume, time-sensitive payment environment and performs non-inherently governmental functions under established procedures.

Requirements

High School Diploma or GED and three (3) years of experience supporting government payment processing, document control, or invoice tracking; or eight (8) years of directly related experience in lieu of education.

Responsibilities

Log and track commercial invoices, IPAC transactions, and related payment documents in the Phoenix accounting system to support document control, auditability, and payment tracking.
Disseminate, route, and track vouchers through ASIST and other Agency systems to project officers and approving officials for required administrative approvals.
Input critical voucher and invoice data into Phoenix to permit ultimate payment, including arrival dates, discount dates, invoice amounts, periods covered, and related accounting data.
Identify, document, and communicate deficiencies in invoice submissions by vendors and employees, coordinate corrective actions, and follow up to ensure resolution.
Prepare supporting documentation and assist in tracking stop-payments on undelivered checks and obtaining copies of canceled checks through the Department of the Treasury.
Examine commercial invoices and IPAC transactions to ensure legality, accuracy, and compliance with contractual provisions and federal regulations, including verification that services were rendered, costs are allowable, and payees and amounts are properly scheduled.
Apply Prompt Payment Act provisions by identifying late payments, supporting calculation of interest penalties, and assisting with corrective processing, as applicable. 1
Maintain, organize, and reconcile physical and electronic payment files to ensure records reconcile with the Office of Acquisition and Assistance (OAA) and support award and contract closeout.
Perform research and analysis to support reconciliation of vendor files and payment records in Phoenix, including subsidiary ledger and general ledger reconciliation activities.
Monitor, analyze, and record IPAC charges and credits from other government agencies, ensuring transactions are supported by documentation, accurately recorded, and allocated to correct appropriations to prevent posting to suspense accounts.
Apply working knowledge of federal payment processing policies, including the Prompt Payment Act, applicable provisions of the Code of Federal Regulations (CFR), and Agency payment procedures when reviewing and processing vouchers.
Utilize federal financial management systems, including Phoenix and ASIST, and support electronic and paperless payment processes in accordance with established procedures.
Review invoices and vouchers for completeness, accuracy, and compliance, exercising attention to detail when processing payment documentation and reconciling vendor and IPAC transactions.
Communicate clearly and professionally with vendors, project officers, and Agency stakeholders regarding payment documentation requirements, deficiencies, and resolution status.
Perform duties independently in a high-volume, time-sensitive environment while managing multiple payment actions concurrently.
Follow established procedures and internal controls while maintaining confidentiality of financial, vendor, and payment-related information.