Organization
Secretary of the Senate
Department
Senate Disbursing Office
SALARY RANGE:
Pay Band 6: $66,765 \- $103,488
Pay Band 7: $74,303 \- $115,170
FEDERAL RELAY SERVICE:
Speech/Hearing impaired persons may contact the Federal Relay Service at 1\-800\-877\-8339 TTY
TELEWORK:
This position is eligible for a partial remote work schedule after an initial introductory onsite period.
FLSA STATUS:
Non\-Exempt
DEADLINE FOR APPLICATIONS:
3/20/2026 at 7:00pm EST
JOB DESCRIPTION:
This is a career ladder position in the Disbursing Office under the Secretary of the Senate. An individual selected for the career ladder position will be placed into pay band 6 and will be on a training plan and provided opportunities for development and increased responsibility. This is typically for a period of approximately twenty\-four (24\) to thirty\-six (36\) months.
Upon successful completion of the development and performance goals, the incumbent will be considered for promotion to the position of Accounts Payable Specialist II and a promotional increase into pay band 7\.
PHASE I – ACCOUNTS PAYABLE SPECIALIST I (CL) – Pay band 6
NATURE OF WORK
This is administrative work, which may at times be demanding and repetitive, involving the examination and interpretation of large volumes of financial data. Work involves performing audit\-level review of vouchers, invoices, claims, and contracts for the Senate. Work is bound by Title 2 of the U.S. Code; generally accepted accounting principles; Secretary of the Senate policies and procedures; the U.S. Senate Handbook; the Senate Ethics Manual; and Senate Disbursing Office procedures, practices, and guidelines, but requires independent judgment in setting priorities and handling time\-sensitive assignments.
ESSENTIAL FUNCTIONS
Examine and perform the audit\-level review of vouchers, invoices, claims, and/or contracts for the Senate (including travel and transportation, goods and/or services provided to or by the Senate through contractual obligations) and adjustments, such as certifications (reimbursements), cash advances, and check advances. Approve vouchers in the financial system by electronic signature before sending to the Senate Committee on Rules and Administration for review and approval.
Review and analyze accounting processing codes and object class codes for governmental and commercial invoice payment transactions to ensure expenditures are charged to the proper entities.
Receive and respond to queries from administrative managers, chief clerks, other Senate staff, and vendors regarding issues with billings or policies and procedures for expense reimbursement.
Provide Senate staff with information and assistance with technical issues related to the accounting documents, records, and procedures. Compile and provide information for reports and statements, answer questions, and provide necessary assistance.
Monitor and track cash advances for an assigned number of Senate offices to ensure that advances are paid within regulatory time limits and to initiate collection against delinquent accounts. Review daily reports and monthly advanced aging reports from a database; verify data to confirm that an advance is outstanding, and notify offices and individuals that paychecks will be withheld or other collection activity initiated; refer difficult cases to the AP supervisor or manager; and ensure the appropriate fund is replenished.
Participate in the testing of new systems applications within the office; initiate registration of purchased equipment for all Secretary and Senate offices for inventory purposes; and proofread reports and provide cross\-checking for colleagues on completed work to ensure efficiency and accuracy.
Maintain current knowledge of the Disbursing Office’s Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; and participate in periodic exercises and drills.
As part of the Secretary’s customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service.
PHASE II – ACCOUNTS PAYABLE SPECIALIST II – Pay band 7
NATURE OF WORK
This is advanced administrative work involving the examination and interpretation of large volumes of financial data required by complex operations. Work involves performing audit\-level review of vouchers, invoices, claims, and contracts for the Senate; expert processing of all vouchers (including the less common types of vouchers); training other staff on processing vouchers and other disbursement tasks; and performing final review of vouchers as needed. Work is bound by Title 2 of the U.S. Code; generally accepted accounting principles; Secretary of the Senate policies and procedures; the U.S. Senate Handbook; the Senate Ethics Manual; and Senate Disbursing Office procedures, practices, and guidelines, but requires independent judgment in setting priorities and handling assignments.
ESSENTIAL FUNCTIONS
Examine and perform the audit\-level review of vouchers, invoices, claims, and/or contracts for the Senate, including travel and transportation, goods and/or services provided to or by the Senate through contractual obligations; and adjustments, such as certifications (reimbursements), cash advances, and check advances. Approve vouchers by electronic signature before sending to the Senate Committee on Rules and Administration for review and approval.
Review and analyze accounting\-processing codes and object\-class codes for governmental and commercial invoice payment transactions to ensure expenditures are charged to the proper entities.
Receive and respond to queries from administrative managers, chief clerks, other Senate staff, and vendors regarding issues with billings or policies and procedures for expense reimbursement.
Liaise with Senate staff providing information and assistance with technical issues relative to the various accounting documents, records, and procedures. Compile information, upon request, for reports and statements, answer questions, and provide information and necessary assistance.
Monitor and track cash advances for an assigned number of Senate offices to ensure that advances are paid within regulatory time limits and to initiate collection against delinquent accounts. Review daily reports and monthly advanced\-aging reports from a database; verify data to confirm that the advance is still outstanding and notify offices and individuals that paychecks will be withheld or other collection activity initiated; refer difficult cases to the AP supervisor or manager; and ensure funds are replenished to appropriate fund.
Participate in the testing of new systems applications within the Disbursing Office; initiate registration of purchased equipment for all Secretary and Senate offices for inventory purposes; and process manual payments, and proofread reports to ensure accuracy
Provide training and maintain training materials for accurate processing of all types of vouchers, including the following:
National Security Working Group
Senate Child Care Center
Workers’ Compensation
Select Committee on Ethics Part\-Time Service Designee
Representation of Foreign Dignitaries
Foreign Travel Advances/Vouchers
Death Gratuity
Perform final review of vouchers as needed or requested.
Run internal batch jobs to sort and certify payments for disbursement as check, electronic payment, Payroll items, and any related processes to include voucher holds, and adjustment vouchers
Print and mail paper checks and transmit electronic payments via the Automated Clearing House (ACH) and reversal transactions via Pay.gov.
Serve as primary contact for inquiries from administrative managers and vendors regarding check payment information and status via Treasury’s Check Information System (TCIS). Place stop payments in TCIS and create stop\-payment documentation, vouchers, and check reissues in the financial system.
Train and monitor selected Accounts Payable staff to participate in the District State Staff Institute provided by the Congressional Research Service and the Financial Management Information System (FMIS) Fundamentals class.
Maintain the following files on a daily basis: paycycle reports, check and ACH registers and stop\-payment requests.
Maintain current knowledge of the Disbursing Office’s Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.
As part of the Secretary’s customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service.
MINIMUM QUALIFICATIONS:
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in an office environment with exposure to everyday risks and discomforts, and requires the use of normal safety precautions. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, and photocopier. Regular, predictable, and punctual attendance is required for the performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.
MINIMUM QUALIFICATIONS
Work requires an associate’s degree from an accredited institution (bachelor’s degree preferred), with one to three years of accounts payable experience and the following knowledge, skills, and abilities:
Knowledge of accounting systems and related policies and procedures, as well as applicable federal, state, and local regulations. Knowledge of the Senate’s accounting systems and pertinent legislation a plus.
Knowledge of generally accepted accounting principles and practices, double\-entry bookkeeping, cash management principles, cash advance and aging report procedures, and the process of obtaining payment of delinquent advances.
Basic knowledge of the Senate as an institution preferred, with a desire and willingness to learn more about the legislative process, as well as the history and operation of the Senate.
Knowledge of the flow and processing cycles of financial information. Knowledge of the Senate payroll and accounting cycles a plus.
Knowledge of accounting procedures and techniques applicable to disbursements and appropriation.
Knowledge of accrual accounting, budget object classes, data entry procedures, financial management system programs, and automated accounting systems
Ability to use computers and relevant computer software programs. Demonstrated keyboarding ability.
Ability to deal with others using tact and diplomacy at all levels of the Senate community.
Ability to communicate effectively, both orally and in writing.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
None.
MINIMUM QUALIFICATIONS for Phase II
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in an office environment with everyday risks and discomforts, and requires the use of normal safety precautions. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, and photocopier. Regular, predictable, and punctual attendance is required for the performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.
MINIMUM QUALIFICATIONS
Work requires an associate’s degree from an accredited institution (bachelor’s degree preferred), with four to seven years of accounts payable experience (four to five years of Disbursing Office accounts payable experience preferred), and the following knowledge, skills, and abilities:
Knowledge of accounting systems, applicable federal, state, and local regulations, and Disbursing Office policies and procedures. Knowledge of the Senate’s accounting systems and pertinent legislation.
Knowledge of generally accepted accounting principles and practices, double\-entry bookkeeping, cash management principles, aged cash advance procedures, and the process of obtaining payment of delinquent advances.
Experience with PeopleSoft Financial and Supply Chain Management System (FSCM) and the Senate Financial Information System (FMIS).
Knowledge of the Senate as an institution, with a desire and willingness to learn more about the legislative process, as well as the history and operation of the Senate.
Knowledge of the flow and processing cycles of financial information. Knowledge of the Senate cycles,
Knowledge of disbursements and appropriation accounting procedures and techniques.
Knowledge of accrual accounting, budget object classes, data entry procedures, financial management system programs, automated accounting systems including standard Automatic Data Processing (ADP) concepts, and familiarity with database management.
Ability to train and monitor other staff on targeted tasks as directed by the Accounts Payable Supervisor.
Ability to use a computer and relevant computer software programs.
Demonstrated keyboarding ability.
Ability to deal with others at all levels of the Senate community using tact and diplomacy.
Ability to communicate effectively, both orally and in writing.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
None.
Veteran's Preference:
Hiring for this position will be governed by the Veterans Employment Opportunity Act of 1998 (“VEOA”), as made applicable by the Congressional Accountability Act of 1995\. Pursuant to the VEOA, qualified applicants who are not current employees of the Office of the Secretary of the Senate and who are disabled or who have served on active duty in the Armed Forces during certain specified time periods or in certain military designated campaigns (“veterans”) may be eligible to receive a preference over non\-veterans in hiring decisions. Family members of veterans may also be eligible to receive a veterans’ preference if the veteran cannot claim his or her veterans’ preference.
To be eligible for a veterans’ preference, applicants must meet all of the requirements set forth in the VEOA and applicable regulations. Those eligibility requirements are summarized in the Application for Veterans’ Preference, which may be obtained by visiting: https://www.senate.gov/employment/resources/pdf/SOS\_VeteransPreference.pdf
If claiming a veterans’ preference, an applicant must indicate that he/she is preference eligible on the application or resume and must submit a completed copy of the Application for Veterans’ Preference along with the supporting documentation specified on that form. If the Office of the Secretary of the Senate does not receive the Application for Veterans’ Preference and supporting documentation by the closing date, the applicant’s claim for a veterans’ preference may be denied.
Applicants may obtain a copy of the Office’s Veterans’ Preference in Appointments policy by submitting a written request to *resumes@sec.senate.gov*.
Individuals who are entitled to a veterans’ preference are invited to self\-identify voluntarily. This information is intended solely for use in connection with the Office of the Secretary of the Senate’s obligations and efforts to provide veterans’ preference to preference\-eligible applicants in accordance with the VEOA. An applicant’s status as a disabled veteran and any information regarding an applicant’s disability, including the applicant’s medical condition and history, will be kept confidential and will be collected, maintained and used in accordance with the Americans with Disabilities Act of 1990, as made applicable by section 102(a)(3\) of the CAA, 2 U.S.C. §1302(a)(3\). An applicant who declines to self\-identify as a disabled veteran and/or to provide information and documentation regarding his/her disabled veteran’s status will not be subjected to an adverse employment action, but the individual may be ruled ineligible for a veterans’ preference.