Accounting Purchasing Specialist

Overview

Position Title: Accounting & Purchasing Specialist

Location: Aberdeen, MD

Reports To: Director of Finance

Job Type: Full-time

Clearance Requirement: Secret eligible (US citizenship is a must)

Summary:

The Accounting & Purchasing Specialist plays a critical dual role in supporting the financial health and supply chain integrity of our defense technology integration programs. This individual owns the day-to-day execution of project accounting, accounts payable/receivable, and the procurement of hardware, software, and technical services.

This role goes beyond standard commercial accounting; it requires strict adherence to DCAA (Defense Contract Audit Agency) standards, FAR/DFARS (Federal Acquisition Regulations), and internal compliance policies to ensure the company remains audit-ready and competitive.

• Government Contract Accounting
  • Project Job Costing:
    Perform precise project accounting, ensuring costs are allocated correctly to specific Contract Line Item Numbers (CLINs/SLINS/ACRNs/WOs) and projects.
  • Accounts Payable & Receivable:
    Process vendor invoices with a focus on 3‑way matching and proper coding to allowable/unallowable cost pools. Prepare complex government billings (e.g., WAWF - Wide Area Workflow) for Cost‑Plus, T&M, and Firm Fixed Price contracts.
  • Labor Distribution:
    Audit and process employee timesheets to ensure accurate labor charging against government contracts (a primary DCAA audit focus).
  • Fixed Assets & Depreciation:
    Maintain the fixed asset sub‑ledger, calculating monthly depreciation schedules and tracking the lifecycle of capital equipment from acquisition to disposal in accordance with GAAP.
  • Work In Progress (WIP) Accounting:
    Monitor WIP accounts for ongoing integration projects. Ensure material and labor costs are properly accumulated and transferred to Cost of Goods Sold (COGS) or billed upon milestone completion.
  • Property Management System Administration:
    Administer the property management system to include tracking Government Furnished Equipment (GFE) and Contractor Acquired Property (CAP), overseeing inventory management, and conducting periodic audits to ensure system accuracy.
  • Month‑End Close:
    Assist in month‑end closing procedures, including bank reconciliations, accruals, and variance analysis.
  • Audit Support:
    Assist in preparing Incurred Cost Submissions (ICS) and gather documentation for provisional billing rate audits and floor checks.
• Defense Procurement & Purchasing
  • Strategic Sourcing:
    Source electronic components, IT hardware, and specialized technology integration services.
  • Purchase Orders:
    Issue and manage Purchase Orders (POs), ensuring all required Government Flow‑Down Clauses (e.g., Buy American Act, TAA Compliance) are included.
  • Price/Cost Analysis:
    Perform and document price reasonableness analysis for purchases over the micro‑purchase threshold to satisfy CPSR (Contractor Purchasing System Review) requirements.
  • Vendor Management:
    Vet new vendors for exclusions (SAM.gov checks), counterfeit parts risk, and supply chain security.
  • Inventory Control:
    Track government‑furnished property (GFP) and contractor‑acquired property according to FAR Part 45.
• Compliance & Administration
  • Regulatory Adherence:
    Maintain up‑to‑date knowledge of FAR, DFARS, and ITAR (International Traffic in Arms Regulations) as they pertain to procurement and accounting.
  • Record Retention:
    Maintain rigorous documentation trails for all transactions to support potential audits up to 3–7 years post‑contract.
  • Success Metrics & Key Performance Indicators (KPIs)
  • Performance will be measured against the following specific goals:
  • Competitive Sourcing:
    Achieves a target of [e.g., 60–75%] of addressable spend placed through competitive solicitation (obtaining 3+ valid bids), satisfying CPSR requirements.
  • Cost Savings & Avoidance:
    Demonstrably tracks and documents cost savings achieved through negotiation, volume aggregation, or strategic alternative sourcing, aiming for a [e.g., 5–10%] reduction against initial quoted prices or historical benchmarks.
  • Audit Readiness:
    Files are maintained in a state where a DCAA/DCMA audit could be supported with 24 hours' notice, with zero major findings…