Disbursement Specialist 3 (8373)

ACS Professional Staffing; Portland (OR); Hybrid; USD 65,000 - 85,000; Full time

Job summary

A staffing agency is seeking a Disbursement Specialist 3 in Portland, OR, to work in a hybrid setting. You will manage processes related to Accounts Payable, Receivable, Payroll, and Travel. The ideal candidate will have a detail-oriented approach, excellent communication skills, and a minimum of 10 years in finance or administrative support. A High School Diploma is required along with experience in financial systems. This is a full-time role offering a comprehensive benefits package.

Qualifications

• 10 years of experience in administrative support, finance, or accounting fields is required.
• Experience using automated enterprise financial system (i.e. SAP, Oracle, PeopleSoft).
• Understanding of Federal payment regulation.

Responsibilities

• Process approved invoices and manage payroll operations.
• Conduct audits on Time & Labor and suggest improvements.
• Respond to inquiries from staff and other departments.

Skills

Detail-oriented

Written and verbal communication

Analytical skills

Confidentiality

Problem-solving

Education

High School Diploma or GED

Associate’s or Bachelor’s Degree in Finance, Accounting, Business, or Computer Science

Tools

PeopleSoft

Microsoft Office Suite

Job description

ACS Professional Staffing is looking for an employee to work hybrid with our client. This Disbursement Specialist 3 position will support the Accounts Payable & Receivable, Payroll, or Travel teams of the organization. Key responsibilities include processing approved invoices, facilitating the processing of approved travel and relocation vouchers for payment, and managing full-service payroll for pay and benefits, including comprehensive tax reporting. This role may also involve supporting all aspects of receivables and travel related disbursements. Additional duties include reconciliations, system troubleshooting, and process/procedure documentation. The position requires the candidate to be a detail-oriented, self-starter, able to work through changing priorities and independently with little guidance. The ideal candidate will be able to work in a fast-paced environment, have strong written and verbal communication skills, and a pleasant, helpful demeanor. A high degree of confidentiality is essential, with the candidate demonstrating tact, diplomacy, and discretion. This full-time position is located in Portland, OR.

Responsibilities

Key Responsibilities

• 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 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

• Review payment submissions for compliance with applicable policies, rules, and regulations associated with Federal payments, escalating variations to the 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 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 federal personnel.
• Utilize automated financial systems, such as U.S. Treasury systems, PeopleSoft, and Asset Suite, to process payable invoices.
• Assist manager and team lead in the application of proper payment techniques and system use issues.

Accounts Receivable

• 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 manager and/or team lead to research transactions involving Customer Billing or Legal offices, the appropriate Account Executive, Customer Service Engineer, 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 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 departments, 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 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

• 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 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

• 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

• 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 manage 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.

Requirements

• High School Diploma or GED is required.
• Associate’s or Bachelor’s Degree in Finance, Accounting, Business, Computer Science or closely related field is preferred.
• 10 years of experience in administrative support, finance, or accounting fields is required.
• Experience using automated enterprise financial system (i.e. SAP, Oracle, PeopleSoft, etc.).
• Proficiency with Microsoft Office Suite products, such as Word, Excel, and Outlook.
• Understanding of Federal payment regulation.
• Fundamental accounting knowledge
• Technical knowledge of, skill in and experience interpreting and applying federal policies and procedures.
• Prior experience recommending and assisting with implementation of system changes and improvements and navigating through various software application display panels to input research information.
• Valid U.S. Driver’s License is required.

Work sponsorship is not available at this time. Third-party candidates will not be considered for this position.

Because we are a federal government contractor, we have special restrictions placed on us for hiring foreign nationals into certain key positions within the company. This particular position requires U.S. citizenship.

ACS Professional Staffing will provide equal employment opportunities to all applicants without regard to the applicant’s race, color, religion, sex, gender, genetic information, national origin, age, veteran status, disability status, or any other status protected by federal or state law. The company will provide reasonable accommodations to allow an applicant to participate in the hiring process if so requested.

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If you have any questions about our Reasonable Accommodation Policy, please feel free to email [e-mail]