Key Responsibilities needed across AP/AR/Payroll/Travel/Project Support organizations:- Facilitate ambiguous situations to gather facts, analyze data, and make recommendations.
- Research data anomalies, evaluate information gathered (sometimes from multiple sources) and reconcile data conflicts and present findings to the BPA manager
- Assess task urgency based on payment request, audit request, or core work to determine appropriate level/speed of response.
- Analyze laws, regulations, agency and department policies, and other guidelines to evaluate the adequacy of internal controls, processes, and program activities.
- Communicate complex information clearly and persuasively, both verbally and in writing, to executive leadership, technical teams, and external partners.
- Participate in the implementation of new systems, enhancements, and updates by attending meetings, providing feedback, participating in UAT testing and gathering information, as requested.
Accounts Payable (FTOA)- Review payment submissions for compliance with applicable policies, rules, and regulations associated with Federal payments, escalating variations to the BPA manager for review.
- Research payment issues, clear exceptions per established procedures, and work with IT support personnel to resolve system issues, escalating complex or unique issues to the BPA manager for resolution.
- Create and record Journal Vouchers for Accounts Payable refunds and credits received.
- Serve as a transactional Point-of-Contact (POC), working with vendors, Contracting Officers, Account Executives, Customer Service Engineers, Customer Billing, and Legal to research and resolve payment issues. Complex questions of a non-routine matter will be transferred to appropriate BPA federal personnel.
- Utilize automated financial systems, such as U.S. Treasury systems, PeopleSoft, and Asset Suite, to process payable invoices.
- Assist BPA manager and team lead in the application of proper payment techniques and system use issues.
Accounts Receivable (FTOA)- Apply cash receipts to open receivables.
- Pull/process Intra-governmental Payment and Collection (IPAC) receivable transactions and apply against open receivables.
- Assist with debt collect efforts of outstanding aged receivables.
- Generate and disseminate Aging and Collection reports.
- Process refunds Accounts Payable credits, per established procedures. This may include collaboration with the BPA manager and/or team lead to research transactions involving Customer Billing or Legal offices, the appropriate Account Executive, Customer Service Engineer, BPA management, team lead, or other internal organizations.
- Draft, revise, update, recommend, and maintain documentation of AR processes and internal controls; assist with any change management communication needed due to new or revised BPA management-approved process or control changes.
- Perform monthly AR reconciliations between the financial system and U.S. Treasury.
- Respond to inquiries by staff members, managers, various BPA departments, BPA customers, and other Federal agencies or external parties. Inquiries typically regard payment/billing status or questions related to routine, established processes and procedures; complex or non-routine questions will be transferred to appropriate BPA federal personnel.
- Participate and assist with AR team improvement efforts and projects to review, create/draft, revise, and recommend procedures, processes, practices, and training and guidance materials. This may also include participating in cross-agency teams to address financial organization-related efficiency or quality efforts.
Payroll (FTOP)- Provide support to the Payroll and Time & Labor Coordinators, validating accurate and timely processing of time, payroll, and leave transactions.
- Work directly with all PeopleSoft time, payroll, and leave processing and system updates.
- Assist in the verification of employee paychecks, check all data entries for accuracy, and correct any errors before final processing of payroll.
- Coordinate time and payroll operations issues with Human Resources, Finance, agency personnel, timekeepers, and managers.
- Run queries and generate reports to troubleshoot errors and resolve issues in an automated environment.
- Conduct an audit review quarterly to check for correct controls on Time & Labor and propose findings to BPA manager.
- Assist with the administration of the Voluntary Leave Donor Program, working with Human Resources, donors, and recipients.
- Set up employee repayments and monitor and update databases for student loans and employee overpayments.
- Respond to queries from managers and employees by investigating and answering questions on topics such as time, leave, payroll, and other areas related to position responsibilities.
Travel (FTOT)- Coordinate communication of process and operation issues and changes related to electronic travel processing operations with agency staff managers, administrative staff, Finance, system support staff, and other agencies as necessary.
- Run queries, generate reports, troubleshoot, and resolve travel and relocation reimbursement request issues in an automated financial system.
- Plan, coordinate, and/or participate in travel and/or relocation expense reimbursement program audits.
- Draft, recommend, and implement new/enhanced auditing plans.
- Identify, assess, and propose solutions to process control and program compliance issues or weaknesses.
- Propose and conduct travel expense reimbursement audits, identify recurring problems, and propose changes to internal controls.
- Coordinate Government Travel Charge Card reporting and auditing.
- Review payment submissions for compliance with applicable policies, rules, and regulations associated with travel reimbursements.
- Monitor the travel inbox, identifying work and handling aging items in the inbox.
- Respond to inquiries by staff members and managers.
- Support implementation of new technology and system interfaces as applicable.
Project Coordination (FTO,FTOA,FTOP,FTOT) 30% - Draft project scope, set objectives, detailed plans, and manage task execution for timely completion.
- Identify, assess, and mitigate potential risks and issues impacting project outcomes, including developing contingency plans.
- Provide project status, issues, and decisions to diverse stakeholders and managing their expectations.
- Analyze complex challenges, identify root causes, and provide informed recommendations to management.
- Adjust project plans and strategies in response to changing requirements or unexpected obstacles.
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