Accounts Payable Specialist

GENERAL JOB SUMMARY:

The Accounts Payable (AP) role is responsible for the accurate and timely processing of supplier invoices, ensuring proper alignment with purchase orders, receipts, and contractual terms. This role is critical to maintaining financial integrity, supplier relationships, and compliance within a government contracting and AS9100-regulated environment.

The AP function operates within Deltek Costpoint and ensures that all financial transactions are properly coded, approved, and traceable across programs, production, engineering, and supply chain activities.

This position reports to the Financial Controller and works closely with Supply Chain, Receiving, MP&L, Quality, and Program teams to ensure invoice accuracy and resolution of discrepancies.

ESSENTIAL JOB FUNCTIONS:

Invoice Processing & Validation

• Process supplier invoices in Costpoint with accuracy and timeliness
• Perform 3-way match (Purchase Order, Receiving, Invoice) prior to payment
• Validate pricing, quantities, terms, and tax treatment
• Ensure invoices are coded correctly to:
• Project / Program
• Organization / Department
• General Ledger accounts

Purchase Order & Receiving Alignment

• Coordinate with Supply Chain (Buyers) and Receiving to resolve discrepancies
• Ensure all invoices are supported by approved purchase orders and receiving documentation
• Support resolution of:
• Quantity mismatches
• Pricing discrepancies
• Missing receipts or incomplete documentation

Payment Processing

• Prepare and process payment runs (ACH, wire, check) in accordance with terms
• Ensure timely payments to maintain supplier performance and relationships
• Monitor and optimize payment timing relative to cash flow and contractual terms

Vendor Management Support

• Maintain accurate vendor records in Costpoint
• Support vendor onboarding in alignment with compliance requirements (W-9, banking, etc.)
• Respond to supplier inquiries related to invoices and payments
• Coordinate with Supply Chain on vendor performance and issue resolution

Reconciliation & Financial Accuracy

• Reconcile AP subledger to General Ledger
• Monitor open liabilities and ensure proper accruals where required
• Support month-end close activities related to accounts payable
• Ensure financial data reflects actual procurement and operational activity

Compliance & Internal Controls

• Adhere to Segregation of Duties (SoD) requirements within Costpoint
• Ensure compliance with:
• FAR / DFARS (as applicable)
• AS9100D documentation and traceability expectations
• Internal financial policies and controls
• Maintain audit-ready documentation for all transactions

Cross-Functional Integration

• Interface with:
• Supply Chain – PO accuracy, pricing, vendor alignment
• Receiving / MP&L – receipt verification and inventory alignment
• Quality – nonconforming material impacting invoice/payment holds
• Operations – material usage and timing alignment
• PMO / Cost Analyst – project cost tracking and validation
• Ensure financial transactions reflect real-time operational execution

Issue Resolution & Problem Solving

• Identify and resolve invoice discrepancies and processing delays
• Escalate systemic issues (pricing, supplier performance, process gaps)
• Support root cause and corrective action for recurring AP issues

Continuous Improvement

• Improve AP workflows, cycle times, and accuracy
• Support automation and standardization within Costpoint
• Contribute to process improvements across Procure-to-Pay (P2P) cycle

SUPERVISORY RESPONSIBILITY

• No direct supervisory responsibility
• Works under direction of the Financial Controller

KNOWLEDGE, SKILLS & ABILITIES

Required

• Strong understanding of Accounts Payable processes and controls
• Experience with ERP systems (preferably Deltek Costpoint)
• Knowledge of 3-way matching (PO, Receipt, Invoice)
• High attention to detail and accuracy
• Strong organizational and time management skills
• Proficiency in Microsoft Excel
• Ability to work cross-functionally in a fast-paced environment
• Ability to handle sensitive financial and export-controlled information (ITAR awareness)

Preferred

• Experience in government contracting (FAR / DFARS)
• Experience in manufacturing or aerospace environment
• Familiarity with inventory-driven environments and material traceability
• Understanding of procurement and supply chain processes

EDUCATION AND EXPERIENCE

Required

• Associate’s or Bachelor’s degree in Accounting, Finance, or related field (or equivalent experience)
• 2–5 years of Accounts Payable or related experience

Preferred

• Experience with Costpoint ERP
• Experience supporting audits and compliance environments

WORK ENVIRONMENT / PHYSICAL REQUIREMENTS

• Office-based role with frequent cross-functional interaction
• Ability to work in a dynamic, fast-paced environment
• Occasional interaction with receiving, inventory, and production areas
• Ability to sit and work at a computer for extended periods

TRAVEL REQUIREMENTS

• Minimal (<10%)

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY INDIVIDUALS ASSIGNED TO THIS CLASSIFICATION. THEY ARE NOT INTENDED TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, DUTIES AND SKILLS REQUIRED OF PERSONNEL SO CLASSIFIED.

A REVIEW OF THIS CLASSIFICATION HAS EXCLUDED THE MARGINAL FUNCTIONS OF THE CLASSIFICATION THAT ARE INCIDENTAL TO THE PERFORMANCE OF FUNDAMENTAL JOB JUTIES. ALL DUTIES AND RESPONSIBILITIES ARE ESSENTIAL JOB FUNCTIONS AND REQUIREMENTS AND ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES TO PERFORM THIS JOB PROFICIENTLY.   THE REQUIREMENTS LISTED IN THIS DOCUMENT ARE THE MINIMUM LEVELS OF KNOWLEDGE, SKILLS OR ABILITIES.

EEO/M/F/D/V

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