Contract Closeout Specialist

Job Description

Job Description

Company Overview
Join our team and lend your skills and experience to help our clients resolve their acquisition and contracting challenges! Acquisition Experts LLC (AE) focuses on supporting the federal government and commercial clients with professional services in the areas of lifecycle acquisition, logistics engineering, and data analysis. We need more people who are energized by lending their talents to create positive change. Every day is a new opportunity for professional fulfillment at AE.   
Job Summary
We are seeking a Contract Closeout Specialist for an ONSITE position to support the USCG on behalf of CG-HCA-COCO and CG-HCA-PPO based in Washington, DC and/or Chesapeake, VA.

***This is a Contingent Hire Position***

 

Responsibilities and Duties
Contract Support Services:
The candidate must provide all tasks and functions within a cradle-to-grave contracting and procurement environment to include pre-award/solicitation and post-award/closeout functions. This includes the following and related items:

• Provide Market Research / Pre-Solicitation Phase support services to include the following and any related tasks.

• Providing analysis and documentation support for acquisition alternatives.
• Assisting with preparation of FAR Part 6 Justification and Approvals, Determination and Findings, and waivers.
• Assisting with FAR Part 10 market research, Requests for Information (RFIs) and Sources Sought.
• Assisting with pre-solicitation documentation development and analysis.
• Assisting with milestones/schedules and cost/price spreadsheets.
• Managing documentation configurations/versions during the Government review/vetting process.
• Provide Solicitation Phase support services.
• Providing analysis and documentation support for solicitation development and for questions received.
• Managing documentation configurations/versions during the Government review/vetting process.
• Providing cost/pricing or cost/benefit analysis support.
• Providing Freedom of Information Act (FOIA) request support.
• Preparing and assembling of contract files.
• Assisting with the preparation of correspondence.
• Provide Post Award Contract Administration Phase support services.
• Assisting with preparation for post-award orientations.
• Providing contract administration support (e.g. payment of invoices; tracking and recording receipt of deliverables; engineering change orders; small business contracting compliance; etc.).
• Providing cost/pricing or cost/benefit analysis support.
• Providing support with FPDS-NG reporting.
• Providing record and file management support.
• Providing contract invoices and payment reconciliations.
• Assisting with claims and Requests for Equitable Adjustments.
• Preparing routine contract modifications for execution by a KO.
• Processing standard commercial invoice payments on other contracts placed by the USCG.

Contract Closeout Support:
The candidate must provide Closeout Phase support services in accordance with FAR 4.308 and applicable USCG policies and practices. This includes the following and related items:

• Checklist preparation and desk audit of contract files identified for closeout.
• Scanning of hard copy files from physical office location.
• Confirmation of receipt of products/services.
• Confirmation of invoices, payments, and balances
• DD Form 1594 completion notice, and execution of necessary modifications and administrative actions required to complete the closeout.
• Similar practices must be applied to Military Interdepartmental Purchase Requests (MIPRs) and Interagency Agreements (IAAs) and all other award instruments. Simplified Acquisition Procedures (SAPs) and ‘quick closeout’ procedures in accordance with FAR 42.507 must be used to the maximum extent practicable.
• Track the status of closeout actions planned, pending, and completed and coordinate as required with Government staff.
• The candidate must provide the Contracting Officer (KO) and Contracting Officer’s Representative (COR) with a summary of the status of actions provided when requested to promote collaborative resolution of problems. As a part of this process, the candidate must provide financial and procurement analysis to ensure that closeout actions are thorough and complete with in the respective financial systems and USCG contract writing systems (e.g., FSMS). This includes requesting, or authoring, reports and data extracts as necessary, engaging with CG-831/FINCEN counterparts to identify priorities of effort and application of resources, and reconciling the status of actions as required by reporting policy (e.g., weekly, monthly, annually).

External Contracting Systems Support:
The candidate must provide analysis support services for government-wide and DHS contracting systems (e.g. SAM.gov, CPARS, ECFS, etc.). Support services include:

• Assisting with data quality reviews and report development (e.g. DHS FPDS-NG Verification and Validation (V&V) report).
• Validating data accuracy
• Analyzing data and calculating trends
• Assisting with running standard and ad-hoc reports
• Assisting with running data calls, organizing for distribution to stakeholders, and tracking completion
• Providing system administration
• Establishing and maintaining user accounts Troubleshooting system issues
• Assisting with the development of training materials and delivery of remote and in-person training
• Providing user support
• Assisting with system testing
• Updating internal SharePoint site and resources
• Updating internal user guides
• Providing recommendations at meetings that impact system use at USCG
• Assist with facilitating and coordinating responses to other data calls from internal/external organizations.).

File Inventory Control:
The candidate must provide support in all facets of file retrieval, logging, tracking and control of contract files awarded and managed within HQ’s C&P AOR, using the established electronic tracking system ECFS, as well as physical contract files. Candidate must have experience working with the Microsoft Office Suite, with specific proficiency with MS Access and Excel applications.
Office Support:
The candidate must provide support to include tasks such as calendar management for senior leadership within the office(s), preparing briefing books, scheduling interviews and escorting interviewees, managing supplies, gathering data and managing spreadsheets of data, assisting with travel arrangements/claims and data calls. This individual will work closely with the senior leadership and any of their support staff.
Contract Writing, Invoicing, And Data Repository System Support:
The candidate must provide FSMS, IPP, MV, and FMPDR support services to include:

• Assist with logistics planning, analysis, completion, and tracking of testing, documentation creation and review, topic identification, and tracking of training.
• Assist with data migration efforts.
• Review and analyze data for common mistakes, trends, etc.
• Assist with help desk activities.
• Review and analyze implementation, system change, and other documentation (e.g. Functional Design Documents (FDDs), testing reports, etc.).
• Create and maintain program/project management related documents (e.g. decision log, risk register, etc.).
• Assist with creating/updating, documenting, and disseminating business processes.
• Create and maintain USCG contracting community facing FSMS SharePoint site.
• Attend meetings with, or in lieu of, government representatives.
• Assist with communications for internal and external stakeholders.
• Create/Populate reports (standard/ad hoc) and briefs for various levels of the USCG and DHS organizations.
• Create, maintain, and provide recommendations for enhancements to reports.
• Curating helpdesk support emails and customer support into Frequently Asked Questions (FAQs).

Qualifications and Skills

• A 4-year course of study leading to a bachelor's degree with a major in any field; or at least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management. 
• At least four (4) years of federal Government experience providing cradle-to-grave contracting support including procurement planning and execution, market research and analysis, source selection, contract administration, and negotiation and communication.

Benefits

• Excellent Salary (commensurate with experience)
• Medical, Dental, and Vision Insurance
• Paid Time-Off
• Retirement Plan
• Bonus Program
• Direct Deposit

Acquisition Experts LLC employ people from diverse places, with varied experiences and world views. It is through these differences we come together to assist our clients in achieving their business goals. Acquisition Experts employees and consultants have opportunities to make an immediate and positive impact in supporting our clients. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status in accordance with applicable law.

 

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