Contract Support Assistant

Job Description

Key Responsibilities and Duties

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

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