Duties
Job Summary
The Office of the Chief Administrative Officer (CAO) provides operations support services and business solutions to the community of 10,000 House Members, Officers and staff. The CAO organization comprises more than 650 technical and administrative staff working in a variety of areas, including information technology, finance, budget management, human resources, payroll, childcare, food and vending, procurement, logistics and administrative counsel.
This position is in the Financial Counseling Department, Office of Finance, Office of the Chief Administrative Officer (CAO), U.S. House of Representatives (House). The purpose of the Office of Finance is to provide financial management services to Leadership, Members, Committees, Officers, and Offices of the House. The Financial Counseling Department is responsible for providing guidance and support to Leadership, Members, Committees, Officers, and Office of the House regarding their Official Expenses (including Members’ Representational Allowances) and processing reimbursement vouchers in accordance with the rules and regulations. This position serves as the Accounts Payable Processor.
Key responsibilities include processing vendor purchase orders, consolidated billing, maintenance agreements, invoices and expense reimbursements for accurate payments, coordinating vendor and customer inquiries, working independently on assigned projects, and utilizing good judgement in handling and prioritizing work.
Grade level at time of appointment is determined by experience and designated level of responsibility. The position does not have supervisory/managerial responsibilities.
This position has access to Personally Identifiable Information (PII).
Primary Duties/Responsibilities
- Reviews and approves vouchers. Analyzes voucher submissions for completeness and accuracy. Ensures vouchers follow House rules and applies appropriate accounting strip information.
- Processes vouchers, vendor invoices, records and reports, as necessary, in accordance with established policies and procedures. Accurately enters payment requests into financial systems/software (e.g., PeopleSoft, Coupa) as needed. Ensures payments are prompt, accurate, timely, and consistent with contracts, House Equipment Maintenance Agreements, consolidated billing, purchase orders, leases, and applicable rules and regulations.
- Ensures transactions are correctly reflected in the General Ledger (e.g., include the right codes) and works with stakeholders to resolve issues as needed. Uses financial systems/software to research and troubleshoot financial transactions. Takes appropriate action to resolve errors (e.g., duplication and/or discrepancies). Verifies and/or reconciles information/data entered into financial systems/software.
- Participates in coordinating the establishment and management of new Maintenance Contracts with the Office of Acquisitions Management (AM).
- Coordinates and enforces House Equipment Maintenance Agreements, acting as liaison for repair and/or maintenance.
- Participates in Congressional transition related projects.
- Researches, interprets, and accurately applies relevant laws, rules, and regulations.
- Proactively engages with customers, providing them information/data in a timely manner and provides professional and consistent consultative solutions in response to customer inquiries.
- Communicates effectively with customers and provides consultative solutions to resolve critical issues that impede providing required services in a timely manner.
- Performs data entry and works with and/or retrieves information and data from automated systems for assigned areas.
- Performs other official duties and special projects as assigned.