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Role Description

We are seeking a detail-oriented and organized Accounts Payable & Procurement Specialist to handle end-to-end vendor invoice processing, payment execution, and procurement activities within Deltek Costpoint. This role supports accurate financial recording, timely vendor payments, efficient purchasing, and compliance with company policies and government contracting requirements (e.g., FAR/DFARS where applicable). The ideal candidate has strong Costpoint experience and thrives in a fast-paced, project-driven environment.

Key Responsibilities

• Accounts Payable Duties
  • Receive, review, and verify vendor invoices for accuracy, completeness, and proper authorization.
  • Perform three-way matching of invoices to approved purchase orders (POs) and receiving documentation.
  • Resolve routine invoice discrepancies directly with vendors, including pricing, quantity, or delivery issues.
  • Accurately code and enter invoices in Deltek Costpoint, ensuring correct project, account, indirect pool, and organizational assignments.
  • Prepare batches of approved invoices for scheduled payment runs (e.g., weekly ACH/check disbursements).
  • Process vendor payments in accordance with established procedures, including ACH, wire transfers, and checks.
  • Maintain organized AP documentation, digital filing, and audit-ready records.
  • Respond promptly to vendor inquiries regarding invoice status, payment details, and resolution follow-ups.
  • Review and process employee expense reports, including reimbursements via Deltek Costpoint Time & Expense module.
  • Assist with employee travel arrangements, ensuring policy compliance and proper documentation.
  • Perform credit card reconciliations, transaction coding, dispute resolution, and card management.
  • Assist with monthly invoices to customers, support monthly accounting system close by reconciling accounts.
  • Other duties as assigned.
• Procurement Duties
  • Request, receive, and review competitive vendor quotes for goods and services.
  • Create and issue purchase orders (POs) in Deltek Costpoint, including appropriate terms, pricing, and delivery details.
  • Process PO changes, amendments, and cancellations as needed.
  • Coordinate with internal project managers, engineers, and other teams to confirm requirements and specifications.
  • Communicate effectively with vendors on PO status, confirmations, and any updates.
  • Track open POs, monitor delivery schedules, and follow up on overdue or outstanding items.
  • Coordinate receiving confirmations and documentation to support PO closeout and invoice matching.
  • Maintain complete procurement documentation, records, and files for audit and compliance purposes.

Qualifications

• 3+ years of hands-on experience in accounts payable and/or procurement, preferably in a government contracting or project-based environment.
• Proven proficiency with Deltek Costpoint (Accounts Payable, Purchasing/Procurement modules; experience with Time & Expense a plus).
• Strong understanding of three-way matching, invoice coding, and vendor management processes.
• Excellent attention to detail, organizational skills, and ability to manage high-volume transactions accurately.
• Solid communication skills for vendor and internal team interactions.
• Proficiency in Microsoft Office (especially Excel) and general computer skills.
• Associate's or Bachelor's degree in Accounting, Finance, Business, or related field preferred (or equivalent experience).
• Experience with government contracting regulations (e.g., FAR, DCAA compliance) is highly desirable.
• Ability to prioritize tasks, meet deadlines, and work independently or collaboratively.

Preferred Skills

• Familiarity with expense report processing and corporate credit card programs.
• Knowledge of procurement best practices, including quote solicitation and small/disadvantaged business tracking.
• Prior experience in Huntsville-area defense/aerospace sectors.