Finance and Administration Manager

Position Overview

Photonic Systems, Inc. (PSI) is a small government contractor seeking a Finance & Administration Manager to support the management team across key administrative, financial, and contract-related functions. This individual will ensure financial accuracy and compliance with government accounting standards, maintain forecasting and resource models, and oversee contract management activities for both commercial and government clients.

Key Responsibilities

Finance & Administration

• Oversee bookkeeping activities (with support from the Office Manager and outside accountants) to ensure the QuickBooks record of account is accurate and up to date.
• Reconcile invoices, payments, and financial transactions in QuickBooks with bank statements.
• Monitor receivables and follow up with clients to minimize overdue payments.
• Manage payables to ensure timely payment of approved invoices.
• Coordinate with outside accountants on posting procedures, accrual entries, adjustments, and annual tax preparation.
• Maintain financial and resource forecasting models for revenue, expenses, and cash flow to support business planning.
• Create and update backlog reports for all active contracts and purchase orders, including spend forecasts.
• Work with outside accountants to calculate and maintain monthly or quarterly indirect rates in accordance with DCAA guidelines, providing management with insights into G&A and overhead trends.
• Support annual provisional rate submissions and final rate agreements with DCAA.
• Develop and maintain documented procedures for all financial, administrative, and contract management activities.
• Manage the annual renewal and negotiation process for all business insurance policies and employee benefit plans

Contract Administration

• Assist Program Managers with cost proposal preparation, including cost models, rate information, and budget data.
• Review and interpret contract requirements, ensuring compliance with applicable FAR/DFARS provisions.
• Communicate with government contracting officers and agencies (DFAS, DCAA, DCMA, and others) as directed by management regarding contract requirements, submissions, and closeouts.
• Prepare and submit required government forms, reports, and deliverables.
• Prepare and review all invoices for government and commercial contracts.
• Generate monthly and/or quarterly financial reports as required under specific contracts.
• Maintain internal program summaries for all active contracts, including budget tracking and expenditure monitoring.
• Track and remind Program Managers of upcoming contract deliverables, deadlines, and reporting requirements.

Management Reporting

Provide weekly updates to management summarizing:

• Financial and contract activity
• Pending requests for information or proposals
• Upcoming deadlines and deliverables
• Outstanding issues or actions requiring management attention

Qualifications

Education & Experience

• Bachelor’s degree in Business Administration, Finance, or Accounting
• Minimum of five (5) years of experience in accrual and/or government accounting, and federal or DoD contract administration
• Experience with federal contract and subcontract management required
• Familiarity with CPFF, FFP, and T&M contract types; experience with grants is a plus
• Working knowledge of the FAR and DFARS preferred

Skills & Competencies

• Proficiency in QuickBooks and Microsoft Excel
• Strong written and verbal communication skills
• Proven ability to multitask, manage time effectively, and meet tight deadlines
• Detail-oriented with strong organizational skills
• U.S. citizenship required; current or prior DoD security clearance is a plus

About Photonic Systems, Inc.

Photonic Systems, Inc. (PSI) is a privately held R&D and product development company specializing in advanced photonic and RF technologies. PSI provides innovative solutions to both government and commercial clients and maintains a long-standing reputation for technical excellence and integrity.rance a plus

Job Type: Part-time

Pay: $33.00 - $41.00 per hour

Expected hours: No less than 20 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Flexible schedule
• Health insurance
• Health savings account
• Paid sick time
• Paid time off

Work Location: In person

Salary : $33 - $41