Accounting Clerk
Title:Accounting Clerk
Task Title: Global Compensation, Pay Processing, American Pay Processing (CGFS/GC/PPR/AMP)

Vacant Position: Compensation (Payroll) Analyst - Surge Team

DoS Manager: Vacant, Managing Director, Global Compensation, (CGFS/GC)

Task Purpose:
Global Compensation provides compensation services to U.S. Foreign Service employees, Department of State Civil Service employees and Locally Employed (LE) staff. They provide both American and LE Staff payroll services for U.S. Agencies Overseas and Annuity services for Foreign Service Retirees. With locations in Charleston, South Carolina and Bangkok, Thailand, Global Compensation manages one of the most complex compensation environments in the world, providing compensation services in 180 countries and 140 currencies. Services include time and attendance, payroll, annuity payments, customer support, withholding, benefits, record keeping and reporting for our employees working domestically and overseas at our Embassies and Missions. Global Compensation’s primary goal is to provide world-class compensation services to its customers.

American Pay Processing (AMP): Provides compensation services to U.S. Foreign Service, Department of State Civil Service and Foreign Service Retirees. We also provide American payroll services for U.S. Agencies Overseas. AMP manages a diverse Foreign affairs payroll environment, providing our services to our Civil and Senior Executive Service employees domestically, U.S. Foreign Service employees in the U.S., and overseas, and Annuity services to Foreign Service Retirees. Our services include time and attendance, payroll, annuity payments, customer support, withholding, benefits, record keeping and reporting for our employees and Annuitants.

The U.S. Department of State (DoS), The Bureau of the Comptroller and Global Financial Services, Charleston has a requirement for a Compensation Analyst in the Office of Global Compensation. The Compensation Analyst position will be responsible for payroll processing, analysis, auditing and monitoring of payroll in the office of American Pay Processing (CGFS/GC/PPR/AMP).

Minimum/General Requirements:

Work at this level is similar to Accounting Clerk IV on a daily basis; however, this labor category is for a few experienced and knowledgeable accounting technicians who also provide assistance to Accounting Clerk IVs and IIIs in explaining unusual transactions or helping to resolve accounting transaction problems. They also provide authoritative information based on in-depth technical knowledge gained over an extensive period of time (minimum of five years). On a frequent basis, the Accounting Clerk V maintains journals or subsidiary ledgers of an accounting system and balances and reconciles accounts.
Typical duties may include one or several of the following: reviewing invoices and statements including verifying information, ensuring sufficient funds have been obligated, and if questionable, resolving with the submitting unit, determining accounts involved, coding transactions, and processing material through data processing for application in the accounting system. Analyzing and reconciling computer printouts with operating unit reports including contacting units and researching causes of discrepancies and taking action to ensure that accounts balance. Maintaining spread sheets to serve as memorandum records. Analyzing and reconciling Treasury Reports to DoS financial systems’ reports. Resolving problems independently for most recurring assignments in accordance with previous training and experience. Providing help desk support via e-mail and telephone to the finance staff at posts. Assisting less experience accounting technicians in resolving problems and/or providing training to newly assigned personnel. Suggestions are provided for handling unusual or nonrecurring transactions.

Conformance with requirements and technical soundness of completed work is occasionally sport checked by the supervisor or is controlled by mechanisms built into the accounting system.

Functional Responsibility:
The Compensation Analysts primary responsibilities are T&A reporting (bi-monthly), pay calculation, individual leave accounts, allotments of pay, and other individual pay matters for those paid under local compensation plans at serviced-posts. The Compensation Analyst will support one or more of the Payroll Teams listed below:
  1. Common Team
  2. Benefits/Entry on Duty Team
  3. Alliances Team
  4. Leave Team
  5. Separations Team
  6. Remaining Deductions/Additional Entitlements Team
Duties for each Payroll Team include, but are not limited to the following:
  • Receive, research, analyze, and process specialized pay actions
  • Responsible for accuracy of calculating and processing Time and Attendance into a various proprietary financial systems, ensuring timeliness and accuracy of information. This includes working accounts by organization or country code by processing a variety of transactions which affect pay, leave, taxes, benefits and other deductions.
  • Verifies the validity of personnel actions and personal service contracts/agreements prepared by serviced Embassies, rejecting those who are not properly completed or in accord with existing personnel law, regulation and advises post personnel offices of the deficiencies and corrections needed to effect the action.
  • Answers questions via e-mail from employees regarding payroll matters (pay, deductions and related matters).
  • Audits, analyzes and reconciles reports or accounts, and as necessary, makes adjustments which are largely retroactive in nature. More difficult adjustments may require extensive record searches and involve correction of accounts.
  • Perform manual calculations when deemed necessary to verify year-to-date adjustments and corrections when the calculations cannot be performed through the automated payroll system, CAPPS and or other financial systems as required.
  • Research, correct and determine the cause of erroneous payments and timely clearing of domestic and overseas T&A rejects.
  • Calculating overpayments made due to system deficiencies, preparing proposed repayments schedules, communications those proposals to the employees and entering the collections in accordance with the debt collections of the Federal Government. Overpayments may occur during each bi-weekly pay cycle.
  • Prepares financial reports on various aspects of the payroll cycle, as requested by DoS.
  • Performs other payroll duties as assigned.
Software Systems Utilized:
CAPPS (Consolidated American Personnel & Payroll System), Report.web, Employee Express, Microsoft Office Suite (Excel, Word, Outlook), Global Foreign Affairs Compensation System (GFACS), GFS Knowledge Base (KB), GEMS (Government Employee Management System), DIS (Document Imaging System & various websites of government agencies (Employee Express, IRS, TSP. Office of Personnel Management) and other software systems required to complete the job.

Period of Performance:
contractor is expected to work an 8 hour shift between the hours of 6:15 am - 6:00 pm (Core working hours are 9:00 am -3:00 pm. Work Schedule will be defined based on the work requirements of Global Compensation. Contractor has a non-compensated, 45-minute lunch Monday through Friday (between the hours of 11-2), excluding federal holidays observed at the government site. Performance under this task order may require work in excess of the normal forty-hour work week to include weekends as the workload requires it. Work performed in excess of 40 hours may be scheduled or unscheduled work and must be authorized by your Project Manager and DoS Management.

Security Requirements:
All personnel provided under this task order must be able to either possess or obtain a government security clearance at a “SECRET” level.

Formal Training Requirements:
GFS10 - Reading and Understanding Fiscal Data

Haynes, INC. is an Equal Opportunity Employer. We do not discriminate against any employee or applicant for employment because of race, color, religion, gender, national origin, age, marital status, disability, veteran status, sexual orientation, or other protected status in any of the terms or conditions of employment.
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