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Program Support Specialist 1

Automation and Control Strategies Group, INC. dba ACS Professional Staffing

Vancouver, WA

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JOB DETAILS
SALARY
$27.63–$36.18 Per Hour
JOB TYPE
Full-time, Employee
SKILLS
Accidental Death and Dismemberment (AD&D), Accounts Payable, Administrative Management, Administrative Skills, Analysis Skills, Auditing, Best Practices, Billing, Business Administration, Communication Skills, Continuous Improvement, Corporate Law, Customer Support/Service, Data Analysis, Data Collection, Data Entry, Data Management, Data Quality, Diversity Recruiting, Driver's License, Employee Assistance Plan, Employee Orientation, Federal Laws and Regulations, Financial Operations, Financial Systems, Genetics, Hospital, Identify Issues, Metrics, Microsoft Excel, Microsoft Office, Onboarding, Operational Support, Operations, Payment Processing, Performance Analysis, Performance Metrics, Policy Development, Power BI, Procedure Development, Process Improvement, Program Evaluation, Purchasing/Procurement, Reconciliation, Record Keeping, Reporting Skills, Research Skills, Set Goals, State Laws and Regulations, Systems Maintenance, Team Player, Time Management, Training/Teaching
LOCATION
Vancouver, WA
POSTED
30+ days ago

Overview:   
 ACS Professional Staffing is looking for an employee to work on-site with our client. This Program Support Specialist 1 will manage end-to-end invoice intake, verification, routing, and processing to ensure timely and compliant payments, while monitoring invoice systems and reports to resolve discrepancies and prevent delays. The role serves as a primary point of contact for vendors and internal stakeholders, providing status updates, troubleshooting system and invoice issues, and delivering guidance to prevent recurring errors. Responsibilities include maintaining accurate records, supporting audits and reporting, analyzing invoice and performance data, and contributing to process improvements. The position requires experience with invoice payment systems, accounts payable or financial operations, proficiency in MS Office with intermediate Excel skills, and the ability to research and resolve complex invoice and payment issues while applying federal payment regulations, including the Prompt Payment Act. This full-time position is located in Vancouver, WA.    
 
Pay Rate: $27.63 - $36.18
 
Benefits: 

  
Paid holidays: 11 
PTO: Starting at 10 days 
Sick Leave: Up to 56 hours per year (prorated based on start date) 
EAP: Employee Assistance Program 
Benefit Options Available: Medical, Dental, Vision, FSA, DCA, LPFSA, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, Hospital Indemnity, 401k (immediately eligible for employee and employer contributions - employer match up to 4%) 
Other benefits include the following: Calm App, LifeBalance Discount Program 
Responsibilities:   

  Invoice Processing & Compliance: Intake vendor invoices from both external and internal payment processing systems. Meticulously verify that received invoices contain all necessary information required by Accounts Payable (AP) and other applicable references to be considered a "proper invoice" (e.g., contract number, line items, vendor information, invoice number, price, quantity). Promptly return improper invoices to the vendor for correction and resubmission, providing clear guidance on deficiencies. Route confirmed proper invoices to the delegated Contracting Officer's Representative (COR) for payment approval in a timely manner. Verify that invoice intake, verification, and routing are completed with sufficient speed to allow for COR approval and follow-on processing actions, meeting the requirements of the Prompt Payment Act (PPA). Utilize designated external and internal financial systems to process approved, payable invoices. Apply established applicable policies, rules, and regulations associated with Federal payments throughout the processing cycle. Conduct thorough research to identify the root cause of stalled or returned invoices, including improper routing and issues flagged by AP, such as missing invoices or discrepancies between invoices and system entries.  Troubleshoot and research invoice processing problems, encompassing both system-related issues and routine payment status questions.  Provide targeted education and best practice guidance to personnel to proactively prevent recurrence of common errors. Gather and analyze data pertaining to system and user-generated invoice processing issues. Subsequently, develop and disseminate job aids to facilitate resolution for both internal teams and external stakeholders. Daily Operations & Monitoring: Proactively monitor invoice intake platforms and Power BI Report Server daily. Identify and address invoices submitted to new CORs, past-due invoices (accruing interest), and those with non-progressing statuses. Review auto-generated reports for newly issued Invoice Payment Platform (IPP) contracts. Accurately identify appropriate Invoice Approvers/CORs and disseminate IPP welcome emails and relevant information. For incorrect assignments, research and liaise with the Contracting Officer (CO) and other stakeholders, internal and external, as needed to resolve. Stakeholder Support & Communication: Provide a high degree of customer service to all stakeholders, including vendors, internal employees, and team members by routinely answering questions, inquiries, and providing timely status updates via phone or email, or through general call-backs, maintaining a professional demeanor; forward more complex calls and issues to higher-level personnel for resolution when appropriate. As requested by the COR and other authorized federal personnel, provide specific details regarding the status of an invoice, outline missing requirements for processing, and explain reasons for delay or rejection in payment/processing. Serve as a primary point of contact for inquiries and issues from various stakeholders: Vendors: Assist with login challenges, provide comprehensive guidance for first-time IPP users utilizing established templates, and verify the successful submission and receipt of vendor invoices. CORs: Troubleshoot issues related to invoice saving, locating invoices within IPP (including verifying attachments at IPP.gov), explaining "mismatches" or other non-progression reasons, clarifying AP requirements and guiding CORs through the invoice rejection process if needed. Address general inquiries regarding acceptance dates, invoice dates, and work order locations. Accounts Payable (AP): Facilitate communication by forwarding assistance requests from CORs or vendors to AP as needed. Contracting Officers (COs): Respond to miscellaneous questions concerning vendor IPP onboarding and payment timing, particularly following Vendor Maintenance notifications. Monitor a shared email inbox, verify the critical triage, categorization, and accurate assignment of invoicing-related inquiries and action items to relevant team members, facilitating seamless workflow continuity. Documentation & Compliance: Mark documents and maintain filing systems, files, emails, and records in accordance with compliance requirements. Share and disperse documents only to appropriate personnel (those with a Lawful Government Purpose (LGP) to know). Mark and maintain all official records in accordance with Information Security (INFOSEC) and Information Governance & Lifecycle Management (IGLM) standards and procedures. Validate official records are accurately maintained for auditing purposes. IPP  Review & Reconciliation: Log onto IPP.gov to conduct a detailed review of invoices, specifically identifying and addressing those that have not been transmitted properly. Monthly Reporting & Strategic Review: Review and analyze monthly Power BI reports; engage with designated personnel for follow-up on contracts that should have transitioned to signature-based status or other action. Route findings from CON1163S to designated personnel  for follow-up on contracts that should have transitioned to signature-based status. Continuous Improvement & Team Support: Participate in procedure review and improvement processes, including the development, drafting, and recommendation of new and/or changes to existing procedures, processes, and guidelines to increase efficiencies, effectiveness, and/or enhance product quality. Other Responsibilities: Execute data entry, track key program metrics, and analyze data to evaluate program impact and identify opportunities for process improvement. Monitor and track key program metrics, generating reports to support data-driven decision-making and measure performance against established goals Provide administrative support for centralized registration processes and the onboarding of new personnel. This work may include: Obtaining and validating data; drafting or revising documentation; communicating with internal and external stakeholders; monitoring, flagging, and/or forwarding on-boarding/off-boarding requests to the appropriate team member; and facilitating the annual required training, tracking and verifying completion. 
Requirements:   

  Associate's or Bachelor's Degree in Business Management, Business Administration or closely related field is preferred. With a Bachelor's Degree in applicable fields, 1 of experience is required. With an Associate's Degree in applicable fields, 3 years of experience is required. Without a degree, 5 years of experience is required. Experience should include demonstrated proficiency with invoice payment applications, accounts payable, financial operations, procurement support, or a related administrative role focusing on invoice processing and compliance. Proficiency with MS Office applications Intermediate level skills with Excel, specifically with data handling and management Proven ability to research, troubleshoot, and resolve complex payment and invoice discrepancies and system issues. Knowledge of and experience in applying federal payment regulations, including the Prompt Payment Act (PPA) 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.   
 
If you have any questions about the job posting, please contact recruiting@acsprostaffing.com
 
If you have any questions about our Reasonable Accommodation Policy, please feel free to email hr@acsprostaffing.com\n \nApply here: https://www.aplitrak.com/?adid=YmJnZW5lcmljLjI2ODkzLjg3NjlAYWNzcHJvc3RhZmZpbmdjb21wLmFwbGl0cmFrLmNvbQ

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Automation and Control Strategies Group, INC. dba ACS Professional Staffing