What are the responsibilities and job description for the Document Control Clerk position at OBXtek?
OBXtek is seeking several Document Control Clerks to support Direct Hire (DH) staff in the Office of Finance, junior-level financial management personnel support USAID payment operations, including document control, voucher processing, commercial invoice review, and Intra-Governmental Payment and Collection (IPAC) transactions.
Personnel work jointly with USAID direct hire staff to ensure invoices and payment documents are properly received, reviewed, routed, recorded, and scheduled for payment in compliance with federal laws, regulations, contractual requirements, and Agency policies.
This labor category supports a high-volume, time-sensitive payment environment and performs non-inherently governmental functions under established procedures.
Key Responsibilities
Document Receiving and Processing
Have or be able to obtain a Public Trust
Education
Headquartered in McLean, Virginia and founded in 2009, OBXtek is a fast-growing leader in the government contracting field. Our mission is Our People…Our Reputation. Our people are trained professionals who enhance our customers’ knowledge and innovation using technology, collaboration, and education.
We offer a robust suite of benefits including comprehensive medical, dental and vision plans, Flexible Spending Accounts, matching 401K, paid time off, tuition reimbursement plans and much more.
As a government contractor, OBXtek pairs lessons learned across disciplines with industry standard quality practices such as CMMC Level 2, CMMI-Dev Level III, ITIL, 6Sigma, PMI, and ISO. Our rapid growth has been recognized by INC500, the Washington Business Journal, and Washington Technology magazine.
OBXtek is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, age, national origin, gender identity, disability, veteran status, sexual orientation or any other classification protected by federal, state or local law.
Personnel work jointly with USAID direct hire staff to ensure invoices and payment documents are properly received, reviewed, routed, recorded, and scheduled for payment in compliance with federal laws, regulations, contractual requirements, and Agency policies.
This labor category supports a high-volume, time-sensitive payment environment and performs non-inherently governmental functions under established procedures.
Key Responsibilities
Document Receiving and Processing
- Log and track commercial invoices, IPAC transactions, and related payment documents in the Phoenix accounting system to support document control, auditability, and payment tracking.
- Disseminate, route, and track vouchers through ASIST and other Agency systems to project officers and approving officials for required administrative approvals.
- Input critical voucher and invoice data into Phoenix to permit ultimate payment, including arrival dates, discount dates, invoice amounts, periods covered, and related accounting data.
- Identify, document, and communicate deficiencies in invoice submissions by vendors and employees, coordinate corrective actions, and follow up to ensure resolution.
- Prepare supporting documentation and assist in tracking stop-payments on undelivered checks and obtaining copies of canceled checks through the Department of the Treasury.
- Examine commercial invoices and IPAC transactions to ensure legality, accuracy, and compliance with contractual provisions and federal regulations, including verification that services were rendered, costs are allowable, and payees and amounts are properly scheduled.
- Maintain, organize, and reconcile physical and electronic payment files to ensure records reconcile with the Office of Acquisition and Assistance (OAA) and support award and contract closeout.
- Strictly apply Prompt Payment Act (PPA) provisions by tracking invoice timelines, identifying late payments, supporting the automated calculation of interest penalties, and executing corrective processing as needed.
- Maintain, organize, and systematically audit physical and electronic payment files to ensure proper record retention, support award and contract closeouts, and fulfill internal and external audit readiness requirements.
- Prepare supporting documentation and coordinate with the Department of the Treasury to track stop-payments on undelivered checks and obtain official copies of canceled checks.
- Communicate clearly, responsively, and professionally with external vendors, internal project officers, and Agency stakeholders regarding billing status, missing documentation, and payment timelines.
- Manage multiple payment actions concurrently, maintaining a high volume of output while meeting strict, time-sensitive federal deadlines.
- Adhere strictly to established internal control procedures while maintaining absolute confidentiality regarding sensitive financial, proprietary vendor, and personnel data.
Have or be able to obtain a Public Trust
Education
- Education & Basic Experience High School Diploma or GED and three (3) years of experience supporting government payment processing, document control, or invoice tracking; or eight (8) years of directly related experience in lieu of education.
- Federal Experience A minimum of three (3) years of direct, specialized experience supporting Federal Government payment processing, voucher examination, invoice tracking, or federal accounting operations.
- System Knowledge Demonstrated operational knowledge and hands-on experience utilizing the Department of the Treasury's Secure Payments System (SPS), Treasury Check Information System (TCIS), and Treasury’s G-Invoicing and IPAC.
- Financial Systems Literacy Practical experience working with federal financial management systems and electronic workflow applications (direct experience with the Momentum accounting system is highly desirable).
- Core Competencies Exceptional attention to detail, robust analytical and reconciliation capabilities, comprehensive understanding of the Prompt Payment Act (PPA), and the ability to maintain professional communications and performance standards in a fast-paced environment.
Headquartered in McLean, Virginia and founded in 2009, OBXtek is a fast-growing leader in the government contracting field. Our mission is Our People…Our Reputation. Our people are trained professionals who enhance our customers’ knowledge and innovation using technology, collaboration, and education.
We offer a robust suite of benefits including comprehensive medical, dental and vision plans, Flexible Spending Accounts, matching 401K, paid time off, tuition reimbursement plans and much more.
As a government contractor, OBXtek pairs lessons learned across disciplines with industry standard quality practices such as CMMC Level 2, CMMI-Dev Level III, ITIL, 6Sigma, PMI, and ISO. Our rapid growth has been recognized by INC500, the Washington Business Journal, and Washington Technology magazine.
OBXtek is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, age, national origin, gender identity, disability, veteran status, sexual orientation or any other classification protected by federal, state or local law.