Department of Energy (DOE)

National Nuclear Security Administration (NNSA)

Office of Secure Transportation (OST)

Administrative Support Services

Invoicing Specialist Position Description

AMSG provides services in various areas including management and administrative support roles, project and budget analysis, document controls, federal payroll data entry, travel vouchers processing, technical editing/writing, purchase requests processing, and invoice tracking to a division under the Department of Energy.

This Invoicing Specialist Position is located in Albuquerque, NM.

The candidate for this position will be responsible for the performance of work assigned in the performance work standards as well, as performing at AMSG’s high-quality expectations.

The position is Monday through Friday 7am – 4 pm except for Federal Holidays and work schedules.

Responsibilities Include:

• OST Albuquerque handles approximately, but not limited to, 90-120 invoices monthly. The Specialist will process monthly OST invoices by the OST Invoicing Procedures but not limited to the following within 48 hours upon receipt:
  • Printing all invoices and supporting documentation from the Financial Accounting Support Tool (FAST);
  • Logging the invoices into the invoice spreadsheet and contract file per payment transaction accurately;
  • Pulling the contract file;
  • Printing the IPORTAL reports to validate balance with invoice information;
  • Obtaining receiving reports for items to validate goods were received and accepted in order to prepare the file for the federal personnel to update balance spreadsheets;
  • Reviewing the file for any issues/discrepancies that will need to be coordinated with the vendor, CO, COR, and/or Program Official; and
  • Requesting approval of payment from the COR or Program Manage timely to ensure that there are no late penalty charges.
• The Specialist will update the OST master contract list to ensure that the listing is current and accurate based on OST contract files guidelines and Office of Acquisition Management closeout listing. As part of keeping the OST master contract list current and accurate, the Specialist will update the list weekly as modifications are received from Contracts, identify which contracts have expired, run query of any remaining billing activity, coordinate with the federal POC to determine whether to start the de-obligation closeout and assist in the preparation of the closeout package for contracts closeout team and logging the action package in the OST systems as required.
• The Specialist will support the federal POC or update monthly the Support Service spreadsheet based on the invoice spreadsheet information within 72 hours.
• The Specialist will be responsible for the performance of the work and will be expected to be available from 7am to 4pm Monday through Friday with exception to Federal Holidays.

Travel - None

Location - OST Headquarters, Albuquerque, New Mexico

Required:

• Knowledge/experience in Excel, Access, Crystal Reports, PowerPoint and Word
• BA or BS degree in Finance or relevant arena
• Minimum 4 years’ experience
• Ability to obtain a “L” level clearance, equivalent to a Secret.

Preferred Experience/Knowledge:

• ATAAPS (Automated Time and Attendance Reporting System, time and attendance reporting system)
• STARS (Standard Accounting and Reporting System, financial management system)
• IPORTAL (Business Intelligence Service for Dashboard, Reporting, and Desktop integration for data warehousing)
• Concur Government Edition (Travel authorization, booking, and travel voucher)
• OST Share Point (procurement tracking)
• STRIPES (Strategic Integrated Procurement Enterprise System (Purchase Requisitions)
• FAST (Financial Accounting Support Tool)