Archived listing. The details below describe a past opening.
Required Skills & Experience
Accounts Payable
- Receive, review, and code vendor and subcontractor invoices, verifying them against contract terms, ceilings, funding, and approved timesheets or deliverables before payment.
- Route invoices for approval in line with Kavant's delegation of authority, and release payments (ACH, check, card) only after required approvals are documented.
- Set up and maintain vendor records, including W-9 collection and 1099 tracking, and support year-end 1099 reporting.
- Process expense reports and reimbursements, and reconcile vendor statements to identify and resolve discrepancies.
Accounts Receivable
- Prepare and submit accurate invoices to primes and clients in accordance with contract billing terms (e.g., time-and-materials, fixed-price, cost-reimbursable) and required invoicing formats.
- Track invoice status, apply incoming payments, and follow up on past-due balances through timely, professional collections outreach.
- Investigate and resolve billing disputes and short-pays in coordination with contracts and program leadership.
- Maintain AR aging reports and flag collection risks to leadership early.
Reconciliation & Month-End Support
- Reconcile bank and credit card accounts and tie AP and AR subledgers to the general ledger.
- Support month-end close with the Controller, including accrual support, cutoff checks, and clean-up of open items.
- Maintain organized, audit-ready supporting documentation for all transactions.
Controls & Compliance
- Operate within established financial controls, including approval thresholds and segregation of duties between invoicing, approval, and payment.
- Support compliant billing and accounting practices appropriate for federal contracting, including documentation that supports government audit readiness.
- Flag unusual transactions, duplicate invoices, and potential errors or fraud risks to the Controller
Nice to Have Skills & Experience
Experience in government contracting or professional services, including invoicing primes or government customers.
- Familiarity with federal contract billing types (T&M, firm-fixed-price, cost-reimbursable) and subcontract invoicing.
- Familiarity with DCAA-compliant accounting practices.
- Associate's or bachelor's degree in accounting, finance, or a related field.
Job Description
As AR/AP Specialist, you own the day-to-day flow of money in and out of the company - processing vendor and subcontractor invoices, billing clients accurately and on time, and keeping receivables and payables clean, reconciled, and audit-ready. You work in QuickBooks alongside the Controller and operations leadership to make sure every invoice ties back to contract terms, every payment is properly approved, and month-end close has no surprises.
3-5 years of combined accounts receivable and accounts payable experience.
- Advanced proficiency with QuickBooks (Online or Desktop), including invoicing, bill pay, reconciliation, and reporting.
- Strong understanding of basic accounting principles, including the general ledger, accruals, and month-end close.
- Exceptional attention to detail and accuracy, with a track record of clean, well-documented work.
Targeting $25-35 an hour