Job Description

Mandatory Requirements:

• The contractor shall have at least three years of experience as an administrative assistant.
• The Contractor shall be proficient with the following applications: Outlook, Word, Excel, PowerPoint, Teams, and Zoom.
• Because of the nature of this position dealing with various personnel and contract related issues, the Contractor shall have a Non-Disclosure Agreement in place with their company, and the company shall provide a copy to the Program Manager of this task order. This is necessary in order to mitigate transfer of any confidential, proprietary and/or sensitive information while in this position.

Tasks and Responsibilities:

• The contractor shall provide assistance in support of the day-to-day management of contractual requirements.
• Oversee record management program to include records inventory, file management, records disposition, and training.
• Maintenance of comprehensive data repositories on critical management information, activities, and analysis related to assigned projects via a working knowledge programs.
• Support automated data activities (e.g., reports, tables, briefings, spreadsheets, databases, etc.). utilizing Government systems.
• Provide other administrative and monitoring support as required to Contracts Program Managers (CPM), Contracting Officer Representatives (COR) and/or Contracting Officers (CO) in daily operations associated with establishment, maintenance and oversight of contracts/task orders.
• Receive and process invoices and monthly status reports for contracts and task orders. Review invoices and reports for appropriateness, and if necessary, research and correct discrepancies or refer to the appropriate Contracts Program Manager.
• Establish and update project records for contracts/task orders in the Project Tracking System (PTS) or any other system government utilizes. Ensure that project records are up to date. Generate reports as required.
• Post and update all procurement and tracking spreadsheets (e.g., PR Log, Management Log, etc.)
• Request documentation for contract close out. The contractor shall inventory all physically complete/expired contracts and reconcile any discrepancies. The contractor shall provide status of closeout actions in a Contractor Progress, Status and Management Report
• Set up new files, distribution of correspondence and assisting with customer inquiries.
• Prepare, copy, fax, and/or scan letters, documents and forms as required for contracts and task orders. Route, track mail and file letters, documents and forms as necessary.
• Support the Division Chief with quantitative and statistical data.
• Assist Department and with suspense distribution and tracking
• Assist in supply ordering.

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