Accounts Payable Processor

Salary Range: $71,397.00 - 85,747.00

Closing Date: 11/27/2024

Job Summary

The Office of the Chief Administrative Officer (CAO) provides operations support services and business solutions to the community of 10,000 House Members, Officers and staff. The CAO organization comprises more than 650 technical and administrative staff working in a variety of areas, including information technology, finance, budget management, human resources, payroll, childcare, food and vending, procurement, logistics and administrative counsel.

This position is in the Financial Counseling Department, Office of Finance, Office of the Chief Administrative Officer (CAO), U.S. House of Representatives (House). The purpose of the Office of Finance is to provide financial management services to Leadership, Members, Committees, Officers, and Offices of the House. The Financial Counseling Department is responsible for providing guidance and support to Leadership, Members, Committees, Officers, and Office of the House regarding their Official Expenses (including Members’ Representational Allowances) and processing reimbursement vouchers in accordance with the rules and regulations. This position serves as the Accounts Payable Processor.

Key responsibilities include processing vendor purchase orders, consolidated billing, maintenance agreements, invoices and expense reimbursements for accurate payments, coordinating vendor and customer inquiries, working independently on assigned projects, and utilizing good judgement in handling and prioritizing work.

Grade level at time of appointment is determined by experience and designated level of responsibility. The position does not have supervisory/managerial responsibilities.

This position has access to Personally Identifiable Information (PII).

Primary Duties/Responsibilities

Reviews and approves vouchers. Analyzes voucher submissions for completeness and accuracy. Ensures vouchers follow House rules and applies appropriate accounting strip information.
Processes vouchers, vendor invoices, records and reports, as necessary, in accordance with established policies and procedures. Accurately enters payment requests into financial systems/software (e.g., PeopleSoft, Coupa) as needed. Ensures payments are prompt, accurate, timely, and consistent with contracts, House Equipment Maintenance Agreements, consolidated billing, purchase orders, leases, and applicable rules and regulations.
Ensures transactions are correctly reflected in the General Ledger (e.g., include the right codes) and works with stakeholders to resolve issues as needed. Uses financial systems/software to research and troubleshoot financial transactions. Takes appropriate action to resolve errors (e.g., duplication and/or discrepancies). Verifies and/or reconciles information/data entered into financial systems/software.
Participates in coordinating the establishment and management of new Maintenance Contracts with the Office of Acquisitions Management (AM).
Coordinates and enforces House Equipment Maintenance Agreements, acting as liaison for repair and/or maintenance.
Participates in Congressional transition related projects.
Researches, interprets, and accurately applies relevant laws, rules, and regulations.
Proactively engages with customers, providing them information/data in a timely manner and provides professional and consistent consultative solutions in response to customer inquiries.
Communicates effectively with customers and provides consultative solutions to resolve critical issues that impede providing required services in a timely manner.
Performs data entry and works with and/or retrieves information and data from automated systems for assigned areas.
Performs other official duties and special projects as assigned.

Qualifications

Experience with/in applicable program area/discipline with an emphasis on customer service.
Bachelor’s Degree in a discipline related to the position (Accounting, Finance, Business Administration) or an equivalent level of specialized work experience preferred.

Knowledge, Skill, and Ability (KSA) and Competency Requirements

Working knowledge of automated office systems and software programs, including financial systems/software, and ability to use them to enter data.
Knowledge of the legislative environment, House, Office of Finance, and the operations thereof.
Knowledge of relevant laws, rules, and regulations.
Ability to communicate effectively, both orally and in writing, as well as the ability to establish effective working relationships with House staff, coworkers, vendors and customers.
Knowledge of payment processing, purchase orders, and contracts/agreements.
Ability to establish effective working relationships with senior staff and other high-ranking officials.
Ability to provide financial guidance to customers and stakeholders as needed.
Ability to handle sensitive and confidential matters (both personal and operational) with tact and to exercise judgment, and discretion.
Organizational skills, accuracy, and attention to detail.
Ability to successfully complete and apply applicable training, technical and otherwise.
Ability to work effectively as part of a team or independently in an interdisciplinary work environment.
Ability to maintain knowledge of contractual requirements and House policies pertaining to maintenance agreements, procurement of equipment, and consolidated billing.
All employees within CAO are expected to demonstrate the following general competencies: Accountability, Adaptability, Collaboration, Communication, Customer Orientation, Priority Management, and Problem Resolution.
Continued employment is contingent upon satisfactorily completing a criminal history records check (or other applicable security clearance) and a pre-employment drug-test (pre-identified position only).