Program Support Specialist

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

• 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, Life Balance Discount Program

• 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…