Contract Specialist​/Administrative Assistant NF

Contract Specialist

Serves as the Contract Specialist for the Marine Corps Marathon Organization (MCMO). Assists in the overall management and administration for a variety of services, materials, and supplies. Incumbent resolves various problems associated with the administrative and clerical work in performing the following duties. Serves as the administrative contact for pre-award and post award of MCMO contracts. Assure actions are prepared and submitted in a timely manner in accordance with regulatory criteria and policy.

Perform a variety of duties to include maintaining status logs and file control over projects until completion of the contract. Maintains log of project status at various stages of the contracting process until project completion and close out. Maintain project archives for regulatory required periods of time. Ensures Contracting Officer Representatives (COR) s are provided with a copy of all documents relating to each contract.

Provide administrative support to COR(s) in such areas as contract administration, file management, training, scanning, copying, and maintaining electronic and hard copy filing systems, and a variety of other administrative functions. Maintain a Warranty database for all contract actions completed, if applicable. Receive input from CORs for preparation of requests for contract modifications; prepare in final form and coordinate with budget as necessary for approval of additional funds.

Track and archive submittals through the approval process and notify COR(s) of status. Maintain a current record of obligations and expenditure on each contract. Ensure expenditures do not exceed authorized funding. Track closed contract actions for reporting need for de-obligation of funds.

Determines availability of potential suppliers and develops new sources of supply. Reviews contract terms, technical specifications and identifies special requirements. Issues requests for information, quotations and proposals. Submits quotes and Statement of Work and purchase order content to the Contracting Office. Submits payment requests/invoices after COR approval to the Contracting Officer for payment and ensures vendors are paid. Makes credit card purchases and reconciles monthly to submit statements to the Contracting Office.

Will make purchases in person and online in accordance with DOD regulations at government approved businesses utilizing purchasing card. Keeps expense tracker to ensure budget compliance and prepares expenditure reports to the Business Manager for the MCCS CFO. Assists with budget preparation.

May prepare and maintain operational and organizational charts, spreadsheets, presentations, and reports for the MCMO. Prepare a variety of other documents such as memorandums, letters, meeting agendas/meeting minutes, forms, briefing materials, flowcharts, and handouts from oral instructions or rough draft. Utilize software such as Excel, Access, Power Point, or Word to gather and present data.

May be required to travel to attend MCMO races, meetings, and expos to promote races and events. May assist in preparations for MCMO races and events by setting up cones, tents, start and finish lines and other race requirements. May observe race protocol and practices by attending other races within the running industry and learning how they prepare, plan and execute races.

May be required to stand for extended periods of times.

Provides World Class Customer Service with an emphasis on courtesy. Assists customers and communicates positively in a friendly manner.