Position Summary:
IEM is looking for a
Full Time-
Project Invoice Compliance Specialist I
under general supervision from the Deputy Project Manager, to develop and monitor centralized procurement and contract administration compliance processes; and small business participation in the procurement/solicitation process. The incumbent may be called upon to provide support and assistance to address issues and concerns outside areas of assignment.
The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.
Primary Location:
Candidate must live a commutable distance to Guaynabo, PR & Santurce, PR.
Position will be a fully in office role, cannot accommodate working from home.
Travel Requirements:
Currently None
Essential Functions:
Create and maintain effective monitoring tools and processes to ensure compliance with contract administration processes.
Maintain updated excel tables, ensuring they contain the latest information until the Project Manager approves the invoice.
Maintain a SharePoint/channel updated with validated invoices and adequately document the invoice and validation procedure.
Create signature/approval packages using Adobe Pro and upload them to the respective software.
Communicate with the assigned vendors by email or phone for contract or invoicing resolutions.
Generate Contract Payment Authorizations and upload invoices to the respective Contract/P.O. numbers on Asset Suite.
Provide high-level technical/administrative guidance on work requirements and methods.
Make recommendations on policies and procedures as needed to ensure the success and compliance of all procurement related activities.
Validate invoices received via email in accordance with Standard Operating Procedures.
Generate Pivot Tables and VLOOKUP in Microsoft Excel for validation purposes.
Escalate invoices not meeting validation criteria to the Contract Administrator to inform the vendor and request a revision.
Conduct evaluations of contracts, purchase orders, invoices, and other documents per internal policy and external local, state, and federal regulations.
Periodically review documents relevant to procuring all supplies, equipment, and services to ensure compliance with the Procurement Manual and applicable local, federal, and state laws.
Assure invoices are audited for compliance with contract terms and supervise contract closeout.
Maintain a complete record of authority contracts for goods and services.
Provide status updates to superiors as needed.
Generate requested reports.
Demonstrate strong leadership and managerial competencies, including integrity, accountability, communication skills, and commitment to teamwork and excellence in responsibilities.
Assist the Contract Administrator in managing the assigned monthly reports of accruals and reversals.
Minimum Qualifications:
Bachelor's degree from an accredited college or university in acquisitions, purchasing/supply management, accounting, finance, business, or public administration, legal, or closely related field.
A master's degree from an accredited institution in a qualifying field may substitute for two (2) years of the required experience.
Two (2) years of experience in related fields.
An equivalent combination of education, experience, and training that demonstrates the required knowledge, skills, and abilities necessary to perform the duties and functions of this position effectively may be considered.
Candidate must be bilingual in English and Spanish.
Available to start immediately.
Preferred Qualifications:
One (1) year of experience in grants management preferred.
Basic accounting principles.
Power BI and Power Query knowledge.
Familiarity with contract management and the entire process of proposal requests.
Experience in a public organization.
Experience working with Excel.
Benefits and more:
10 paid Holidays
Vacation Pay
Sick Pay
401 (K) plan with matching
Company paid STD and LTD
Why join IEM:
We are a woman owned company in Emergency Management that embraces teamwork, collaboration, flexible performance, actionable solutions and integrity/ethics. Our work touches everyone. We produce results that matter. Results that save lives – join us while we build a safe, secure and resilient world.
Our culture:
IEM believes in the greater good and it is our commitment to attract those who have excellent technical skills, creative minds and innovative ideas to keep propelling us forward.
IEM is an Equal Opportunity Employer including Vets and Disabled:
We are an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.
If you need reasonable accommodation for any part of the employment process, please contact Human Resources and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from Human Resources.
