Contracts Administrator

Job Description

Job Description

Role summary
Support National Park Service (NPS) Harpers Ferry Center and WASO ConOps National with contracting and procurement functions. You will administer the acquisition lifecycle on the support side: planning documents, under-SAT RFQs, award packages, modifications, closeout, invoice receiving, official files, and required reports.
You draft and process work for government contracting staff.

Contracts administration

• Maintain official procurement records: electronic files, SharePoint, SAP e-File, and approved workload trackers. 
• Process contract close-outs, undelivered orders (UDOs), deobligation modifications, option modifications, and other no-cost / in-scope modifications. 
• Track timelines, document distribution, customer and vendor issues, and help develop guidance or procedural documents. 
• Review invoices and create Service Entry Sheets / Goods Receipts per NPS procedures and FAR Part 32. 
• Obtain inspection and acceptance documentation and recommend payment.

Acquisition documentation

• Support acquisition planning document development (not limited by dollar value). 
• Develop and issue RFQs under the Simplified Acquisition Threshold (SAT). 
• Develop award documentation (not limited by dollar value). 
• Research issues and recommend interpretations or next actions. 
• Draft letters, memoranda, reports, and other business documents.

Reporting, systems, and special projects

• Prepare monthly PRISM reports and recommend actions to NPS FAAOs. 
• Prepare annual USAspending reports; research missing data and recommend transmission actions. 
• Research and prepare reports for internal controls, management reviews, grants.gov, and financial assistance (FA) metrics. 
• Summarize FAAO and FA Specialist training completions and identify training needs. 
• Support WASO data calls and special projects, including UDOs.

Customer service, meetings, and training

• Attend NPS meetings as required; escalate contracting-policy issues to the CO, COR, and Program Manager. 
• Provide clear, professional communication with government personnel and the public. 
• Assist with review, update, and delivery of training to the NPS community. 
• Complete training required for assigned tasks (employer funds non-NPS system training and refreshers). 
• Identify yourself as contractor staff in meetings, on phone calls, and on work products.

On-site / operational

• Report on-site on agency-prescribed days and for work that cannot be done remotely (physical mail, in-office admin), after COR confirmation. 
• Follow local inclement-weather and facility-closure procedures. 
• Submit a quarterly forecast of planned absences and a coverage plan so work continues when the facility is open.

Required qualifications

• Demonstrated U.S. federal acquisition or contracts-administration experience (required). 
• Ability to follow FAR-based and agency procedures for files, invoices, modifications, closeout, and simplified-acquisition documentation. 
• Proficiency in Microsoft Word, Microsoft Excel, and professional email (Outlook and Gmail-based systems). 
• Strong written communication for RFQs, award documents, reports, and official correspondence. 
• Ability to manage multiple actions, meet deadlines, and keep official files accurate. 
• Ability to obtain/maintain NAC or NACI and a PIV credential before performance starts. 
• Ability to work hybrid (remote and on-site in Harpers Ferry, WV). 
• Willingness to sign a post-award NDA if required.

Preferred qualifications

• NPS, DOI, or other civilian-agency acquisition-shop experience. 
• Hands-on use of PRISM, SAP e-File or similar official contract-file systems, SharePoint, USAspending.gov, and grants.gov. 
• Experience with federal invoice review, SES/goods receipts, UDOs, and closeout. 
• Experience preparing SAT RFQs and complete award packages. 
• Prior working-lead experience (workload distribution, government interface, site notifications). 
• Experience supporting financial-assistance reporting or acquisition training coordination.

Flexible work from home options available.