Compliance and Invoice Specialist Level II or III

Job Description:

Compliance and Invoice Specialist Level II or III

Description

Job Posting Title
Compliance and Invoice Specialist Level II or III

Agency
340 OKLAHOMA STATE DEPARTMENT OF HEALTH

Supervisory Organization
340 Financial Services

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time
Full time

Job Type
Regular

Compensation
The annual salary for this position:
Level II: up to $75,000.00, based on education and experience
Level III: up to $85,000.00, based on education and experience

Why you’ll love it here!

RESPECT. COLLABORATION. SERVICE. The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. Check out why we are passionate about public health and believe it is the career for you!!!

Oh yeah, did we mention perks? We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and venders.
• Longevity Bonus for years of service

Job Description

Location: Central Office

Salary: Level II: up to $75,000.00, based on education and experience

Level III: up to $85,000.00, based on education and experience

Full Time /Part Time: Full Time

Work Schedule: Monday to Friday

Primary Hours: 8am to

Position Description: The Compliance and Invoice Specialist is responsible for overseeing the processing and management of all invoices submitted by Grant Subrecipients for payment and/or reimbursement. This role ensures that all financial documentation aligns with applicable grant terms, internal policies, and regulatory requirements. The Specialist will assist with the end-to-end invoice workflow-from receipt and review to approval and payment-while maintaining accuracy, timeliness, and compliance throughout the process. The Compliance Specialist will play a critical role in ensuring the agency’s adherence to federal, state, and agency-specific regulations, policies, and procedures. This position will collaborate with internal stakeholders and report directly to the Compliance Manager to oversee the agency’s compliance program.

Position Responsibilities/Essential Functions:

• Oversee the end-to-end processing of all invoices submitted by Grant Subrecipients for payment and/or reimbursement in alignment with grant agreements, internal policies, and applicable regulations.
• Review and verify invoice documentation for accuracy, allowability, and completeness before initiating payments.
• Monitor and evaluate the agency’s operations to ensure compliance with applicable federal and state laws, regulations, and agency policies.
• Assist in developing, implementing, and reviewing compliance-related policies, procedures, and guidelines.
• Act as a liaison between departments to ensure cohesive compliance efforts and provide guidance on compliance-related inquiries
• Conduct periodic compliance audits and risk assessments; develop recommendations to address non-compliance or improve processes
• Serve as the primary point of contact for subrecipients regarding invoicing questions, documentation requirements, and payment status.
• Collaborate with the Grant Administrative Manager and Finance Department to ensure timely processing of payments and resolution of discrepancies.
• Ensure that all invoice records are properly documented, organized, and stored to support audit readiness and regulatory compliance.
• Identify opportunities to streamline and enhance invoice processing workflows, tracking systems, and reporting tools.
• Monitor invoice processing timelines and outstanding payments to ensure prompt resolution and adherence to internal service-level agreements.
• Coordinate with the Compliance Manager to address any concerns related to invoice compliance, cost allowability, or documentation gaps.
• Develop and maintain invoice processing manuals, checklists, and training materials for internal staff and external partners.
• Conduct onboarding and training sessions for subrecipients and program staff on invoicing procedures, expectations, and common issues.
• Prepare regular reports on invoice activity, payment trends, processing times, and outstanding items for review by the Grant Management Director.
• Collaborate with the Grant Management Director to update policies and procedures as grant requirements or funding agency guidance changes.
• Implement Key Performance Indicators (KPIs) to monitor invoice processing efficiency, accuracy, and compliance with internal timelines.
• Ensure effective communication and collaboration across teams involved in financial, grant, and program administration.
• Support financial reconciliation efforts by coordinating with Finance and program staff to validate invoice charges and allocations.
• Escalate complex or unresolved invoice issues to senior leadership, providing clear documentation and recommended solutions.
• Maintain a strong understanding of grant terms and conditions to ensure consistent application of invoicing standards.
• Contribute to the overall mission of the Grant Management Office by promoting accountability, transparency, and efficiency in financial processes.
• Being present at the office is an essential function of the job.
• Other duties as assigned.

Other Duties

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in team environment, participating and assisting their peers.

Minimum Qualifications:

Level II: Bachelor’s degree in Business Administration, Public Administration, Public Health, or a related field and three years of professional experience OR an equivalent combination of education and experience, substituting one year of professional level experience for each year of the required education. 3-5 years of experience in grants management and Compliance.

Level III: Master’s degree in Business Administration, Public Administration, Public Health, or a related field and two years of professional experience OR Bachelor’s degree in Business Administration, Public Administration, Public Health, or a related field and four years of professional experience OR an equivalent combination of education and experience, substituting one year of professional level experience for each year of the required education.

Application Requirements:

• If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.
• All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

Valued Knowledge, Skills and Abilities

• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong leadership, decision-making, and problem-solving skills.
• Excellent verbal and written communication abilities.
• Proficiency in grants management systems, contract software, and compliance monitoring tools.
• Strong analytical skills with attention to detail and accuracy.

Physical Demands and Work Environment:

Work is typically performed in an office setting with climate-controlled settings and exposure to moderate noise levels. While performing the duties of the job, employees are required to talk, stand, walk, and reach with hands and arms; carry light items; drive an automobile. This position requires long periods of sitting and daily use of computers and phones. Applicants must be willing to perform all job-related travel associated with this position. Occasionally, in state overnight and weekend travel may be required. Being present at the office is an essential function of the job

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub .

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact