Contract Support Assistant

Key Responsibilities and Duties

• Enter requisitions into the financial system to generate purchase orders and support the contracts team in timely procurement actions.
• Review and process change order requests, ensuring accuracy, proper documentation, and compliance with procurement requirements.
• Review and process invoices for payment, verifying coding, contract alignment, and required approvals.
• Proofread scopes of work, independent cost estimates, change orders, and related documents to ensure clarity, accuracy, and completeness.
• Review procurement and compliance documentation for completeness and follow up with project managers when additional information or corrections are required.
• Provide support to project managers on pre-procurement and post-award tasks, including troubleshooting issues and responding to information or process requests.
• Prepare vendor invoice reports and provide updates in vendor meetings.
• Prepare and submit account code requests.
• Generate purchase order summary reports to provide to leadership.
• Provide status updates on vendor invoice inquiries.

Required Skills and Qualifications

• Strong experience with data entry and navigating complex computer and financial systems.
• Foundational contract administration skills, including reviewing scopes of work, change orders, invoices, and procurement documents.
• Proficiency in Excel, Microsoft Office Suite, and SharePoint.
• Ability to prepare spreadsheets, reports, correspondence, and technical documents.
• Minor project management and financial processing experience, including supporting project managers through procurement stages and reviewing invoice coding or entering requisitions.
• Strong written and verbal communication skills.
• Organizational abilities, accurate record-keeping, and multitasking skills.
• Sound judgment, independent problem-solving, and the ability to interpret and apply policies and procedures.
• Ability to produce administrative and financial reports, conduct research, prepare recommendations, maintain filing systems, and deliver excellent customer service.
• Ability to work effectively with staff, management, vendors, and partner agencies.
• Ability to work independently while collaborating effectively across departments.