Contract Closeout Specialist

ARA is seeking a Contract Closeout Specialist to join our team. You’ll prepare final closeout invoices using audited rates, annual costs, and Deltek Costpoint. This role requires interpreting Defense Contract Audit Agency (DCAA) cost reports to validate invoices, determine contract status, and conduct in-depth research to support accurate and efficient closeouts.

• What you’ll do as a Contract Closeout Specialist
  • Perform contract closeout actions for a variety of government and commercial contract types including cost-plus fixed fee (CPFF), time and material (T&M) and firm fixed price (FFP) contracts
  • Prepare final rate variance invoice for contracts covering multiple fiscal years, ensuring accuracy of billing
  • Utilize the Mechanization of Contract Administration Services (MOCAS) reporting, Electronic Data Access (EDA), and Wide Area Workflow (WAWF) systems to obtain contract documents, validate and submit closeout invoice and closeout package
  • Perform closeout function in accordance with contract requirements, documented procedures and maintain closeout checklist
  • Be able to interpret, analyze and use Defense Contract Audit Agency (DCAA) final contract cost reports to validate the final invoice, determine status of contract for closeout and other research as needed
  • Prepare contractor release of claims form and coordinate the document with the appropriate reviewers/signatories
  • Coordinate with Contracts team to obtain other closeout documents, i.e. property report, DD250, etc., to meet contract specific closeout requirements
  • Track contracts by fiscal year pending closeout
  • Be able to assist Contract Administrator in analyzing de-obligation modification, providing recommendation to accept or reject as applicable
  • Possess the ability to work independently with minimal direction
  • Provide exceptional internal and external customer service
  • Maintain digital files and closeout tracker, prepare correspondence and other documents related to contract closeout
  • Monitor accounts receivable to identify overdue payments; Finding and contacting debtors to arrange payment; keeping accurate records and reporting on collection activity
  • Other duties or special projects as needed
• Contracts Closeout Specialist Requirements
  • Bachelor’s degree in related field or equivalent professional experience
  • At least 3 years of Contract Closeout experience including Cost-Plus, and T&M, billing
  • Must be customer service focused and have excellent time management skills
  • Strong understanding and knowledge of FAR requirements
  • Ability to handle multiple work priorities effectively and meet strict deadlines
  • Proficient with use of electronic accounting systems
  • Detail-oriented and good organizational skills
  • Proficient in Microsoft Office Applications (Excel, Word, Outlook)
  • Able to provide subject matter guidance related to contract closeout, deobligations and expiring funds
  • Must be proactive, well organized, and have ability to prioritize work
  • Proven ability to:
    • Research and reconcile various types of data and information,
    • Communicate well (both verbal and written),
    • Work collaboratively with team members, and on an individual basis with minimal supervision,
    • Work well under tight deadlines
• Contract Closeout Specialist Preferences
  • Experience working with DCAA, DCMA and other audit authorities
  • Prior work experience in a government contracting environment, billing cost reimbursable contracts
  • Deltek Costpoint software experience
  • Experience using Wide Area Workflow
  • Collections of aged receivables

REMOTE WORK NOTICE: This position is available for fully remote or hybrid work consideration at any of our division locations across the United States.

Company & Division Information

Applied Research Associates, Inc. is an employee-owned international research and engineering company recognized for providing technically superior solutions to complex and challenging problems in the physical sciences. The company, founded in Albuquerque, NM, in 1979, currently employs over 2,300 professionals and continues to grow. ARA offices throughout the United States and Canada provide a broad range of technical expertise in defense technologies, civil technologies, computer software and simulation, systems analysis, environmental technologies, and testing and measurement. The corporation also provides sophisticated technical products for environmental site characterization, pavement analysis, and robotics.