JOB SUMMARY
The INVOICE SPECIALIST supports the USPS Services team by performing structured, routine accounting tasks under close supervision, working in close collaboration with the Customer Service Specialist and other peer team members. Primary responsibilities include entering and processing contractor bills and invoices against Work Orders (WOs) within the FRMS (Facility Repair & Maintenance Services) program, verifying required supporting documentation, and assisting with contractor correspondence. This entry-level role is focused on learning established FRMS billing and payment processes, developing accuracy, and building familiarity with construction management accounting workflows. The Invoice Specialist follows defined procedures and escalates issues as needed.
JOB DUTIES AND RESPONSIBILITIES:
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WORK ORDER INVOICE PROCESSING: Review and enter contractor bills and invoices into the accounting system under supervision, ensuring data accuracy and proper Work Order (WO) Line-Item coding. Verify that bills and invoices align with the approved Not-to-Exceed (NTE) amount and the company’s chart of accounts and cost centers. Flag discrepancies, NTE overages, or incomplete documentation to the Customer Excellence Manager for resolution.
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RECONCILIATION SUPPORT: Assist with matching contractor bills and invoices to the corresponding Work Order (WO) Line Items, WO packet/sign-off sheet, photos, and receipts (as required). Document discrepancies and escalate to appropriate team members. Support the preparation of basic reports related to bill/invoice status and contractor payment tracking.
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CONTRACTOR COMMUNICATION: Respond to routine contractor inquiries related to bill/invoice status and payment timelines using established communication templates and procedures. Escalate complex contractor billing issues or disputes to the Customer Excellence Manager. Maintain professional and timely correspondence to support positive contractor relationships.
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RECORD KEEPING AND COMPLIANCE: Maintain organized and up-to-date filing of contractor bills, invoices, WO packets/sign-off sheets, photos, and receipts in the electronic document management system, in line with FRMS Work Order documentation requirements. Follow company policies and compliance standards for document retention and accessibility. Assist in preparing records for internal audits as directed.
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CONTINUOUS IMPROVEMENT AND COLLABORATION: Participate in team meetings and training sessions to develop accounting knowledge specific to the FRMS billing and payment cycle (Create Bill, Create Invoice, submit in iSupplier, Receive Payment, Issue Contractor Payment). Identify and communicate routine process inefficiencies. Support the team by completing assigned tasks accurately and on time.
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PERFORMS OTHER ESSENTIAL DUTIES AS ASSIGNED.
EQUIPMENT OPERATED:
Accounting software, iSupplier, and electronic document management system.
General office equipment (fax machine, copier, desk phone, scanner)
KNOWLEDGE, SKILLS AND ABILITIES:
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Knowledge of basic accounts payable procedures, including contractor bill/invoice review, data entry, and Work Order (WO) Line-Item coding, sufficient to perform structured invoice processing tasks with guidance.
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Knowledge of fundamental reconciliation concepts, including matching contractor bills and invoices to Work Order (WO) packets/sign-off sheets, photos, and receipts, and recognizing when discrepancies or NTE overages need to be escalated.
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Knowledge of document retention practices and basic compliance requirements for financial recordkeeping, including organized filing of Work Order billing documentation in an electronic document management system.
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Knowledge of general accounting principles, business ethics, and financial confidentiality practices.
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Ability to follow established Work Order invoice processing procedures and structured workflows accurately and consistently under close supervision.
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Ability to identify and escalate invoice discrepancies, missing WO documentation, or reconciliation issues to the Customer Excellence Manager in a timely manner.
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Ability to manage time and prioritize assigned tasks to meet Work Order billing and iSupplier submission deadlines within a defined scope of responsibilities.
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Ability to maintain confidentiality and handle sensitive financial and contractor information with discretion.
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Ability to receive feedback, follow direction, and demonstrate a growth mindset in developing accounting knowledge and professional skills.
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Skilled in accurate data entry into accounting software and iSupplier, with attention to detail in coding contractor bills and invoices to the correct Work Order Line Items, cost centers, and chart of accounts.
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Skilled in basic use of Microsoft Excel for organizing and reviewing invoice data, and Microsoft Outlook for professional contractor and internal correspondence.
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Skilled in maintaining well-organized digital and physical filing systems to support Work Order audit readiness and document accessibility.
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Skilled in written and verbal communication to convey routine information to contractors and internal stakeholders clearly and professionally.
MINIMUM QUALIFICATIONS:
High School diploma or equivalent
Minimum of (1) + year experience in customer service, dispatch, administrative support, or construction/facilities support, or an equivalent combination of education and experience.
PREFERRED QUALIFICATIONS:
Associate or Bachelor’s Degree in Accounting, Finance, or related field
Two (2) or more years of experience in customer service, dispatch, administrative support, or construction/facilities support
Exposure to construction, facilities maintenance, or work order-based billing environments is a plus
SPECIAL QUALIFICATIONS:
Must be AGILE. The ability to hold yourself and others Accountable, have a personal Growth mindset, ability to act with Integrity, ability to demonstrate Leadership attributes to motivate and support coworkers, and practice Everyday Improvement.
WORK CONDITIONS:
Works in a heated and cooled office environment.
Prolonged periods of sitting at a desk and working on a computer.
The above describes the general content and requirements for this job. It is not intended to be an all- inclusive list of duties, responsibilities, or requirements.
