Subcontract Associate

Requisition Id 15668 

Overview:

We are seeking a Subcontract Associate who will focus on reviewing invoices for accuracy and completeness, reviewing records of invoices to be processed, and ensuring invoices are paid according to terms and conditions of the contract and in a timely manner. In addition, the successful candidate communicates with vendors and personnel in the field concerning status of invoices.

This position resides in the Payroll and Payment Services Group in the Subcontract Review, Accounting Division, Business Services Directorate, at Oak Ridge National Laboratory (ORNL).

Major Duties/Responsibilities:

• Examine invoices, ensuring mathematical accuracy and compliance with contract terms and conditions and delivery schedules.
• Ensure vendor invoice company information accurately matches vendor master record.
• Independently monitor and manage assigned workload.
• Utilize/maintain tools such as Time Stamp Table and contract/invoice checklists to ensure consistency, accuracy, and compliance with internal controls and to provide an efficient method of reviewing invoices within payment terms and delivery schedules.
• Post invoices ready for payment.
• Provide backup support to other Subcontract Associates as needed.
• Respond to inquiries from vendors, technical project officers, and other financial personnel regarding payments and invoices.
• Resolve any invoice issues with vendors as needed including direct communication with vendors.
• Work with ORNL Contracts/Procurement staff to address any invoice/billing issues as necessary, building and maintaining a strong working relationship with members of those departments.
  May assist in contract closeouts by preparing payment records.
• Assist in reviewing and updating Subcontract Associate Desktop procedures on an annual basis.
• Assist management in implementation of new guidance, processes and procedures.
• Ensure compliance with environment, safety, health, and quality program requirements.
• Maintains strong commitment to the implementation and perpetuation of values and ethics.
• Other duties as assigned by management.
• Deliver ORNL’s mission by aligning behaviors, priorities, and interactions with our core values of Impact, Integrity, Teamwork, Safety, and Service. Promote equal opportunity by fostering a respectful workplace – in how we treat one another, work together, and measure success.

Basic Qualifications:

• HS diploma and 5 to 7 years of experience in accounts payable, accounting or business-related field, or an AS degree and two to four years of relevant experience.

Preferred Qualifications:

• BS degree in accounting or finance and two years of relevant experience. 
• Knowledge of UT-Battelle and DOE accounting systems, policies, and procedures is desired. 
• SAP experience is preferred.
• Excellent written and oral communication skills.
• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory.
• Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.

Visa Sponsorship: Visa sponsorship is not available for this position.

Security, Credentialing, and Eligibility Requirements:

• This position requires the ability to obtain and maintain an HSPD-12 PIV badge.
• For employment at Oak Ridge National Laboratory (ORNL), a Real ID compliant form of identification will be required.
• Additionally, ORNL is subject to Department of Energy (DOE) access restrictions. All employees must also be able to obtain and maintain a federal Personal Identity Verification (PIV) card as mandated by Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which requires a favorable post-employment background investigation.
• To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

For foreign national candidates:

• If you have not resided in the U.S. for three consecutive years, you are not eligible for the PIV credential and instead will need to obtain a favorable Local Site Specific Only (LSSO) risk determination to maintain employment.
• Once you meet the three-year residency requirement, you will be required to obtain a PIV credential to maintain employment.

About ORNL:

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation’s most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing the nation.

ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.

Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.

If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: ORNLRecruiting@ornl.gov.

This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.

We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.

ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply.  UT-Battelle is an E-Verify employer.