Contracts/Invoice Specialist

Start: Immediate

Duration: July 31, 2025

Location: ONSITE Rocklin, CA

W2 Hourly Rate

Invoice Review & Processing:

• Reviews invoices to ensure that rates, scope and terms are consistent with contracts. Confirms actual work performed with Line of Business.
• Primarily responsible for facilitating meetings with vendors and LOB to resolve invoice discrepancies of rates charged against the CWA and Catalogue contract pricing structure and elevating issues to management as appropriate for resolution.
• Identifies and escalates contract errors or inconsistencies.
• May post goods receipts (GRs) and support allocation of funds in partnership with the Accrual Owner and Budget Owner.
• Provides metrics, overview and guidance to the Line of Business (LOB) to ensure accuracy of GRs posted by others.
• Proactively maintains balanced purchase orders (POs) to ensure vendor payments are processed timely. Analyzes PO imbalances using various tools (e.g., SAP, Ariba, Microsoft Excel, etc., and various other financial reports) working to resolve any issues.
• Works with Budget Owner to reduce payment cycle times
• Clears blocked invoices in accordance with the terms and conditions of the contract and/or purchase order. Coordinates with suppliers and accounts payable as needed.
• Develops and maintains vendor relationships for purposes of billing and invoicing for CWA’s and Catalogue contracts. Works with vendors to improve timeliness and accuracy of invoicing.

Contracts, Change Orders and Purchase Orders:

• Supports the tracking of approval status of contracting documents from inception through approval and ensures that documents are routed expeditiously with the goal of avoiding After the Fact Purchase Orders and maintaining funding for approved work.
• Collaborates with LOB and Sourcing to ensure contracts are set up correctly to facilitate invoicing process with correct accounting and cost breakdowns.
• Assists in monitoring available funds against approved amounts for each contract and notifies Contract Specialist and/or LOB if a contract extension is needed.
• Close out purchase orders after verifying with LOB and vendor that all contractual obligations have been met.
• Provides secondary review of compliance information for vendor use, inclusive of but not limited to insurance, state licensing, gold shovel, ISN, and union signatory status.

Accrual Process:

• Assists with the monthly accrual process by providing information and guidance on the various accruals processes.
• Provides data on invoices in process to LOB partners, AO and/or contractors for their use in preparing their accrual.
• Posts requested accrual entries if the AO is not able to post the accrual.
• Supports proper cost accounting to eliminate SOX deficiencies.

Requirements:

Must have experience Processing GRs (good receipts) and journal entry experience

Must have experience reviewing and processing invoices submitted by vendors

Must have Accrual process experience

Must have experience managing contracts, change orders and purchase orders