Accounts Payable Specialist

Job Descriptions:

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 Required Experience:

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 (