Administrative Specialist

LMR Technical Group (LMR) is currently seeking an experienced Administrative Specialist to support the Mid-Atlantic Regional Maintenance Center (MARMC) Norfolk, Virginia. An ideal candidate for this position requires a combination of technical proficiency in government procurement systems, strong organizational abilities, and the capacity to function effectively in a high-pressure, deadline-driven environment. This position is contingent on contract award.

Location: Norfolk, VA

Job Description:

The Administrative Support Specialist provides critical mission support to the MARMC Contracts Department by ensuring operational efficiency through diligent document management, database administration, and inter-departmental coordination. This position will perform non-engineering acquisition support tasks and provide technical guidance to personnel regarding automated decision support tools.

Duties and Responsibilities:

• Provide the necessary level of administrative support required to satisfy the overall operational objectives.
• Provide a broad range of non-personal services and non-engineering acquisition support for the Contracts Department at MARMC. The scope of this effort includes such functions as metrics support, budgeting and workload planning, and miscellaneous clerical and administrative duties.
• Provide guidance and assistance to organizational personnel in areas such as the use of automation and decision support tools, special projects, training, fact-finding, and other contract support. These tasks may involve the use of automated contract systems such as, Standard Procurement System (SPS), Electronic Procurement System (ePS), Sea Port-e, Wide Area Workflow (WAWF), Federal Procurement Data System Next Generation FPDSNG), and Procurement Integrated Enterprise Environment (PIEE). The nature of this work will, at times, require contractor support personnel to be capable of quick responses to stringent deadlines.
• Assist in the preparation of the Contracts Department Metrics. This support may include the creation of new databases and entry/verification of data, as well as the establishment of formulas and reporting parameters in complex Access and Excel databases. Create reports from various databases that will aid in the management and reporting of the Contracts Department workload. Databases include Budget/financial Databases, Work-in-Process Databases Management, Operations Databases Activity and Action Item Tracking/Coordination.
• Prepare monthly Small Business Program status reports. The contractor shall prepare, organize, file, and distribute data as necessary. The contractor shall validate that Contract Action Reports (CARs) have been entered into the appropriate reporting sites. The contractor shall review CARs for accuracy of data being entered with emphasis being placed on the Small Business statistics being reported.
• Coordinate and prepare responses to procurement data calls, including those generated from external sources and those in support of MARMC internal management. Research, compile, analyze, and maintain data performance metrics.
• Assist ACO Division personnel with financial research to determine status of contract close-out. Assist in reviewing vouchers, preparing contract close-out documentation to be filed and uploaded to files. Verifies final payment though WAWF.
• Provide meetings and training schedules for division personnel and coordinate meetings associated within the scope of this PWS. Retain and submit the Property Division records of training muster sheets to Training Coordinator, monthly. Meeting coordination tasks shall include:
  • Draft meeting agendas
  • Prepare and disseminate literature for the meetings.
  • Prepare and disseminate meeting minutes.
  • Coordinate meeting space and times for meetings and/or conference support.
  • Provide audiovisual, computer, security, and telephone/teleconferencing services.
• Other related duties as assigned.

Required Qualifications:

• Minimum Education: High School Diploma or equivalent.
• Experience in the use and creation of documents/databases using Microsoft applications such as Word, PowerPoint, Excel, Access and Outlook. Google Workspace is essential.
• One (1) year experience in automated contract systems such as Standard Procurement System, Electronic Procurement System, Wide Area Workflow, Federal Procurement Data System Next Generation, and Procurement Integrated Enterprise Environment (PIEE).
• Current (or ability to obtain and maintain) Secret security clearance (T3 background investigation). Please visit the following link for more information: https://www.dcsa.mil/Personnel-Security/Background-Investigations-for-Applicants/Investigations-Clearance-Process/.
  
• U.S. citizenship is required to obtain a Secret clearance.
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.
  

Preferred Qualifications:

• Current, active Secret security clearance.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Regularly sit.
• Regularly use hands and/or fingers.
• Regularly talk/hear.

Work Environment:

• Noise level - Moderate Noise (for example a business office with computers/phones/printers/conversations)
  
  

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.