Accounting Specialist – Accounts Receivable

Description

About Us:

Active Security designs, develops, implements, and sustains advanced C5ISR and security solutions to enhance defense and mission capabilities, addressing threats across physical, electronic, cyber, and communications security for Mission Critical Commercial and U.S. Government clients. Our teams are essential in installing, programming, maintaining, and repairing these complex systems in high-security environments, ensuring compliance with codes, client specifications, and internal standards.

Job Summary:

The Accounting Specialist – Accounts Receivable owns the billing-to-cash cycle for assigned projects and customer accounts. This role prepares and issues accurate, on-time customer invoices, applies cash receipts, maintains the A/R aging, and leads collection follow-up to keep cash flow on target. The Accounting Specialist makes sure contracts are set up correctly in Active Security’s accounting system so that billing milestones, progress billing, and agreement billing happen on schedule and in line with each customer’s contract terms.

The Accounting Specialist reports directly to the Finance Department lead. The role works closely with project and program managers, contracts staff, and the rest of the finance team to resolve billing disputes, reconcile customer accounts, and support month-end close. It is accountable for the accuracy of A/R records, revenue recognition support, and the billing side of project P&Ls on assigned projects.

KPIs:

1. Customer invoices on assigned projects are issued on time, accurately, and in line with contract and PO terms.
2. Days Sales Outstanding (DSO) and past-due balances meet finance team targets.
3. Cash receipts are applied accurately, and A/R reconciles to the general ledger at each month-end.
4. Billing disputes and short-pays are tracked and resolved promptly.
5. Unbilled revenue and billing milestones are reviewed at least monthly so that no billable work is missed.
6. New customer and contract setups are complete and accurate before the first invoice.

Requirements

Responsibilities:

• Prepare, review, and issue customer invoices from PROCAS and ConnectWise, including milestone, progress, time-and-materials, and recurring agreement billing.
• Work with Program Managers to confirm billing schedules, percent complete, and billable time and materials before invoicing.
• Submit government invoices through customer portals (such as WAWF/PIEE) and commercial customer portals as required.
• Apply customer payments (checks, ACH, wires, and credit cards) and reconcile deposits to bank activity.
• Maintain the A/R aging and run regular aging reviews with the finance lead and project teams.
• Lead collection activities: payment reminders, statements, past-due follow-up, and escalation of at-risk accounts.
• Research and resolve billing disputes, short-pays, credits, and unapplied cash.
• Set up new customers and contracts in company systems, including billing contacts, credit terms, tax status, and PO/contract values.
• Track customer POs and contract funding against billings, and flag when remaining funding or a period of performance is running low.
• Reconcile A/R subledger to the general ledger, and support month-end and quarter-end close, audits, and cash forecasting.
• Prepare A/R reports for finance leadership, including aging, DSO, collections forecast, and unbilled revenue.
• Provide backup support for A/P, expense reporting, and credit card reconciliation as needed.
• Perform data entry and quality control for billing and customer records across company systems.

Qualifications:

• Education & Skills: High school diploma or equivalent required; Associate’s degree in Accounting, Finance, Business Administration, or related field preferred. Proficiency in Microsoft Office, particularly Excel, and experience with accounting or ERP software. Ability to work independently and collaboratively in a team environment while managing multiple priorities and meeting deadlines.
• Experience: At least 3–5 years of accounting experience, with at least 2 years focused on accounts receivable, billing, or collections. Experience with project-based or contract billing preferred. Government contract billing experience (WAWF/PIEE, progress or milestone billing) is a strong plus.
• Technical Expertise: Strong understanding of the order-to-cash cycle, cash application, and A/R reconciliation. Able to read contracts and POs to find billing terms, spot discrepancies, and keep accurate records.
• Communication: Confident and professional with customers on collections and disputes. Able to work with project managers to get billing information on time. 
• Professional Development: Commitment to ongoing learning and development related to accounting practices, financial regulations, and accounting software applications.
• Availability: Ability to work standard business hours with flexibility to support critical accounting deadlines, month-end close activities, audits, and other business needs as required.

Physical Demands & Work Environment:

The role requires a high level of professionalism, accuracy, organizational skills, and attention to detail. Work is primarily performed in an office environment and involves extended periods of sitting, computer use, and data entry. The position may occasionally require lifting or moving office materials weighing up to 20 pounds. Employees must be able to effectively manage multiple tasks while maintaining accuracy and confidentiality of financial information.

General Requirements for All Levels:

• Communication: Strong oral and written skills to interact with peers, supervisors, and clients.
• Analytical Skills: Detail-oriented, capable of diagnosing and solving problems.
• Screening Requirements: Candidates must pass a background check, have a valid driver’s license, and be eligible for U.S. Government Security Clearance.