Invoice Program Support Specialist

Position Overview

Actalent is currently seeking an invoice program support specialist for a position in Vancouver, WA. This Specialist position will provide direct program support and focused assistance to Contracting Officer’s Representative (COR) across the agency to facilitate timely, accurate, and efficient billing operations, from initial invoice intake to submitting for final payment. This critical role will ensure the accurate, timely, and compliant processing of vendor invoices, minimizing delays, resolving discrepancies, and providing comprehensive support to internal and external stakeholders.

The position will be instrumental in maintaining financial integrity, fostering positive vendor relationships, and contributing to the overall efficiency of BPA’s payment operations.

• Intake vendor invoices from both external and internal payment processing systems. Meticulously verify that received invoices contain all necessary information required by Bonneville’s 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.

• 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.

• 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…