Document Control Clerk (Payments)

Document Control Clerk (Payments)

Overview

We are seeking Document Control Clerks to support federal financial operations within a high-volume, time-sensitive environment. This role focuses on document intake, invoice tracking, voucher processing, and payment support activities while ensuring compliance with federal regulations and internal controls. The ideal candidate is detail-oriented, organized, and experienced in handling financial documentation and payment workflows within a structured environment.

Key Responsibilities

Document Processing and Control

• Receive, log, and track commercial invoices, IPAC transactions, and related payment documents within financial systems to ensure auditability and proper tracking
• Route and monitor vouchers and supporting documentation through workflow systems to obtain required approvals
• Enter and maintain accurate invoice and payment data, including receipt dates, amounts, accounting details, and payment terms
• Identify and document discrepancies or missing information in invoice submissions; coordinate with vendors and internal stakeholders to resolve issues

Voucher Support and Payment Processing

• Review invoices and payment documentation for accuracy, completeness, and compliance with contractual and regulatory requirements
• Verify that goods and services have been delivered, costs are allowable, and payment details are correct prior to processing
• Assist with payment processing activities, including tracking disbursements and supporting documentation

Compliance and Financial Reconciliation

• Support compliance with the Prompt Payment Act (PPA) by tracking invoice timelines and assisting with interest penalty calculations when applicable
• Maintain organized physical and electronic records to support audits, reporting requirements, and contract closeouts
• Assist with reconciliation of payment records and coordination of payment-related inquiries, including stop-payments and check status requests

Communication and Workflow Coordination

• Communicate professionally with vendors, project staff, and stakeholders regarding invoice status, documentation requirements, and payment timelines
• Manage multiple assignments simultaneously while meeting strict deadlines in a fast-paced environment
• Adhere to established internal controls and maintain confidentiality of sensitive financial and vendor information

Qualifications

Clearance Requirement

• Ability to obtain and maintain a Public Trust clearance

Education and Experience

• High School Diploma or GED with at least 3 years of experience supporting payment processing, document control, or invoice tracking
• Alternatively, 8 years of directly related experience may be substituted for formal education
• At least 3 years of experience supporting federal payment processing, voucher tracking, or financial operations preferred

Technical Skills

• Experience working with federal financial systems and payment platforms, including Treasury systems such as SPS, TCIS, G-Invoicing, and IPAC
• Familiarity with financial management systems and workflow tools (experience with Momentum or similar systems preferred)

Core Competencies

• Strong attention to detail and accuracy
• Solid organizational and tracking skills
• Basic understanding of federal financial processes and the Prompt Payment Act
• Ability to communicate clearly and professionally in a structured environment
• Ability to manage workload and meet deadlines in a high-volume setting

Work Environment This role operates in a structured, process-driven environment supporting federal financial operations, requiring adherence to established procedures, deadlines, and compliance standards