Accounts Payable Specialist

AP Specialist

SOFWERX (SWX) was established under a Partnership Intermediary Agreement (PIA) between the United States Special Operations Command (USSOCOM) and DEFENSEWERX (DWX), the parent organization of SWX.  SWX is a platform designed and operated to increase collaboration and innovation, as well as explore, experiment, and assess promising technology for USSOCOM. Its expanding ecosystem brings together traditional and non-traditional problem solvers to identify, develop, and deliver innovative, disruptive capabilities that provide decisive advantages to the Special Operations Forces (SOF) Warfighter. Our team operates with a shared mindset of collaboration, stepping in to support one another as needed to ensure collective success.

Serves as the AP Specialist in Tampa, FL and reports directly to the Office Manager.  The AP Specialist will possess in-depth knowledge of a full cycle accounts payable department. This includes the receiving, review, verification of invoices from vendors to ensure accuracy and proper documentation. They match invoices to purchase orders and receiving documents to prevent duplicate or unauthorized payments and enter approved invoices into the accounting system for processing. They obtain proper approvals, and accurately enter invoices into the accounting system while adhering to all company and department policies and procedures. The AP specialist serves as the primary point of contact for vendors, addressing inquiries, resolving discrepancies, and ensuring smooth communication. They maintain accurate vendor records, including banking and tax information. They reconcile vendor statements, track account balances, and maintain detailed records of all transactions. AP Specialist may assist in month-end closing, prepare accruals, and generate financial reports related to accounts payable, supporting accurate financial reporting and compliance. The AP specialist ensures all processes comply with company policies, internal controls, and regulatory requirements, including tax reporting obligations. The AP specialist may also assist with the review, analyze and draft contracts/grants and other types of agreements. This position will support the Office manager in completing accounting functions including obtaining invoice and payment approvals, credit card posting/reconciliation, bank reconciliation processes, and recordkeeping.

This is an in-person position located at the SOFWERX facility in Tampa, Florida.

Essential Functions

• Accurately maintains purchase order (PO) log and assigns PO numbers and revisions
• Accurately codes invoices, travel reimbursements, expense reports, and other accounts payable remittances to ensure accurate entry in Deltek Costpoint for approval
• Reviews expense reports for receipts, accurate documentation and project code assignments. Perform Accurate data entry functions processing AP invoices and expense reports
• Accurately prepare and upload credit card receipts to project allocations in Deltek Costpoint
• Reviews all credit card transactions for high dollar inventory purchases to be included in our inventory management system
• Prepare, print and mail approved checks
• Ensure policies and procedures are applied to the payment process
• Perform research and problem solving for vendor account reconciliation
• Assist in drafting Research & Development Agreements (RDAs), Non-Disclosure Agreements (NDAs), Consulting Agreements, SOWs, POs
• Routes documents for signature via DocuSign and files completed documents
• Drafts all Memorandum of Records and bailments for equipment and update equipment accountability program
• Keep accounting records stored in accordance with industry standards
• Assist in drafting of cost and technical proposals, including calculating budget requirements and collection of substantiating documentation
• Inventories and purchases office supplies, food/beverages
• Maintain select HR-related documents for local recordkeeping and coordinate IT, facility, and parking access
• Assist in preparing facilities for SWX events, including setup, breakdown, and room reconfiguration activities Responsibilities may require lifting, carrying, pushing, or moving furniture, equipment, and other items weighing approximately 35 pounds
• Performs other duties as required to support the SWX Office Manager and SWX Directors

Qualifications

• Three years of accounting or contract support experience and an associate's degree required. Or a combination of education and experience. Bachelor's degree in accounting or finance preferred
• Proficient in Microsoft Office Suite, Adobe Pro, and ability to create professional correspondence and proposals
• Experience using intelligent enterprise resource planning (ERP) systems; Deltek CostPoint preferred
• Understand concepts such as fractions, percentages, ratios, and proportions to practical situations
• Must be able to work independently, stay focused, pay close attention to detail, yet willing to work in a dynamic team environment

Other Key Requirements

• Ability to pass a background check
• Ability to successfully obtain and maintain a security clearance or successfully obtain and maintain ITAR license
• Must not have any conflicts of interest affecting DWX or its partners
• Strong problem-solving skills and attention to detail
• Efficient time-management skills; willingness to multitask and solid work ethic
• Ability to manage multiple priorities in a fast-paced environment and drive results through collaboration with vendors and SWX team members
• Desire to serve, mentor, guide, and develop others and promote DWX core values and a positive working environment
• Possess a genuine passion for advancing the DWX mission and sustaining a thriving organization

Conditions of Work

• Be a servant leader willing to share credit and own accountability
• Be a part of a team
• Bring a growth mindset and be open to learning and coaching

Defensewerx Values

• Teamwork: Leverage our strengths to achieve our objectives
• Integrity: Honor commitments to all those we serve
• Excellence: Deliver clear and measurable outcomes aligned to program and partner objectives
• Empathy: Truly seek to understand and value others' place and position
• Innovation: Advance the art of the possible

Defensewerx offers competitive and comprehensive benefits package options for full-time employees.

• Medical, Dental, and Vision
• Paid Time Off
• Paid Holidays
• HSA/FSA options
• 401K
• Supplemental health insurance
• Concierge Telemedicine
• Life insurance and AD&D
• Short Term and Long Term Disability coverage
• Employee Assistance Program (EAP)

Applications will be accepted from all qualified persons. DEFENSEWERX does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other nonmerit factor. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact DEFENSEWERX directly.

While this job description is intended to be an accurate reflection of the essential job required, management reserves the rights to modify, add, or remove duties from jobs and to assign other duties as necessary.