Designated Billing Officer 20%:
Under supervision of Supervisory Voucher Examiner, Incumbent receives all invoices for the Mission as the Designated Billing Officer and routes them to the appropriate section/agency for required approvals and documentation. The incumbent is the FMC point of contact for vendors, consulate staff and colleagues in other sections with respect to voucher processing and invoice payments. For rejected vouchers the incumbent works with the section/agency submitting the voucher to correct and resubmit.
Voucher Indexing: Incumbent is responsible for all voucher submissions into the voucher invoice processing system. S/he reviews all vouchers submitted for completeness and determines if the voucher should be processed. After the vouchers are deemed adequate to process, the incumbent accurately enters the voucher into system (einvoicing).
Payment Processing and Account Reconciliation 60%
Directly responsible for ensuring legal and correct invoice processing throughout the entire voucher payment lifecycle from receipt of invoice to final payment and proper record retention. Responsible for correctly processing annually up to 15,000 vouchers for no less
than ten USG agencies and their multiple programs. Ensures invoices are valid, supporting documentation (e.g. obligating documents, receiving reports) is attached; appropriate signatures obtained; funds are properly obligated; liquidation remains within the obligated amount; and that payments are in accordance with all applicable USG laws and regulations. Responsible for accurately processing some highly complex vouchers such as local guard invoices, purchase and travel card invoices, and multi-agency funded invoices.
Uses post policy guidance and reasonable judgment to identify invoices suitable for processing at the offshore Post Support Unit versus invoices that should remain at post. Pro-actively follows up with vendors and customers to ensure correct documentation is
received on time and payments are processed within the requirements of post's uniform service standards to avoid delinquency and penalty charges associated with Prompt Payment Act.
Maintains current and accurate payment records on vendor accounts to ensure no duplicate invoices. Performs regular reconciliation on assigned accounts in order to prevent over- or under-payments and respond swiftly to vendor or audit inquiries. At request of Supervisory Voucher Examiner, may perform special, in-depth analysis or review of accounts to track payments and processing times.
Prepare Cash and Travel Advances 10%
Prepares off-line cash travel advances and cash payments (ORE, PSA laborers, local guard stipends) for assigned accounts. Provides technical support for all E2 travel processing. Applies applicable USG and post-policy guidance to accurately calculate travel cash advance as required. Prepares official cash advance forms and attaches supporting documentation and calculations for Certifying Officer approval and signatures. Directly liaises with appropriate Embassy office (i.e. GSO, HR, Facilities, Diplomatic Security) to verify data critical to processing cash payments for day laborers, police stipends and vendors requiring cash payments. Processes over 300 cash and travel advance payments annually.
Communication and Coordination 10%
Maintains open and regular communication with over 1000 internal and external vendors/customers on voucher-related payments. Pro-actively contacts vendors to request corrected invoices and other documentation and responds to vendor queries on account reconciliation or payment status. Engages other Embassy sections such as GSO, Facilities and the B&F Budget Section as required to resolve payment issues and inform about price fluctuations, but maintains primary communication with the vendor through the entire payment lifecycle.
Interacts with the Post Support Unit (PSU), ILMS coordinators and Charleston accountants as required and directed by the Supervisory Voucher Examiner.
Job holder will perform other related duties as assigned.