Business Specialist II – La Jolla, CA

Perform contract administration and budgeting duties that include contract package intake, logging, monitoring, tracking, processing administrative files, invoicing, and preparing for contract close outs. Perform budget duties as they relate to contract administration.

Specific tasks include:

  • Oversee the preparation and revision of contract packages and contracts that involve the purchase of goods and services.
  • Handle the distribution, storing of equipment and supplies that are acquired.
  • Assist with the coordination of solicitations and administration of contracts.
  • Prepare contract briefs and revisions summarizing contractual requirements and budgets.
  • Reviews requisition packages for completeness and accuracy.
  • Enter procurement data into NOAA’s CREQUEST system.
  • Track documents and correspondences.
  • Researches and interprets new and existing acquisition policies and regulations.
  • Track payments and deadlines; answers vendor inquiries.
  • Acts as a liaison between the program office and AGO with regards to procurement packages.
  • Assists with sole source/sole brand justifications, independent government cost estimates, IT security checklist, Section 508, NOAALINK and other required forms, market research, dissolution of small business, and other forms as needed.
  • Provides contract summaries and ensures contract execution.
  • Manages procurement and invoice email accounts.
  • Tracks SF-182 training procurements.
  • Coordinates with the buying office on contractor's requests for waivers or deviations from contract terms.
  • Creates documents for NOAA procurements for specialized scientific supplies and services.
  • Reviews contract financing requests to assure compliance with the contract.
  • Maintains records and registers on the status of various contract administration actions or requirements.
  • Assures de-obligation of excess funds, and that special test equipment, tooling, and government-furnished property are accounted for.
  • Coordinates and researches quarterly UDO (undelivered obligations) report.
  • Assists and coordinates contract close outs, de-obligations, modifications, terminations and prepares contract release forms.
  • Coordinates preparation of pre-award documents as back-up to Acquisition Management Specialist.
  • Creates invoice receipt certifications for procurement invoices and maintaining procurement invoice log.
  • Submits documentation to the appropriate chain for approval when required.
  • Overall management, monitoring and tracking of SWFSC and O&M budgets.
  • Ensures that budget office operations are conducted effectively and efficiently.
  • Responds to budget inquiries from the O&M Director, budget analysts’ staff, NOAA/NMFS Headquarters and other budget staff from various line offices.
  • Maintains budget spreadsheets and other budget tracking related databases.
  • Corresponds with SWFSC and HQ budget staff on data call reports and changes.
  • Assist in drafting Current Year Operating Plans (CYOPs) for the OMD.
  • Provides staff with reference and research services that may include budget allocations, appropriations, tracking, monitoring, reporting, coordination, special assignments, and following up on documenting budget commitments.
  • Updates intranet website with current content for OMD.
  • Originates correspondence by preparing a variety of reports for the O&M Director and Project Manager, utilizing Microsoft Office Word, Excel, PowerPoint and Outlook.
  • Manages the NOAA Paperwork Reduction Act data collection and reporting for the SWFSC.
  • Provides agency staff with reference and research services, maintaining correspondence control systems, and maintaining administrative and subject matter filing systems.
  • Acts as liaison between various offices and organizations.
  • Provides short term back-up support for OMD administrative personnel as needed.
  • Evaluates and provides recommendations for improvement for administrative processes.

Qualifications:

  • Must possess a Bachelor's degree in business, finance or a related field with 4 years of specialized experience. With at least 10 years of specialized experience, a degree is not required.
  • Demonstrated ability of superior communication skills with all levels of staff/affiliates and diverse groups of people in order to interface with contacts, participate in meetings, obtain cooperation and coordination, and plan and execute various administrative functions.
  • Ability to prioritize work assignments involving many people, tracking, and maintaining a schedule.
  • Ability to work independently with projects being completed with a minimum of supervision.
  • Proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint), Adobe Acrobat and Google (docs, sheets, presentations, forms).
  • Skill in office management processes.
  • Ability to learn and use a variety of automated systems to perform administrative tasks such as contract administration, budget preparation and tracking and support tasks related to web content/design, SF-182 Training and Paper Reduction Act.
  • Skilled in interpreting and translating policies of the SWSFC and/or O&M Division and relays to individuals to assist with day-to-day administrative management problems and, as appropriate, recommend solutions for a Center-wide impact.
  • Demonstrated skill in analyzing, developing, reviewing, and recommending action to establish and improve management practices, techniques, and work procedures. Upon approval of recommendation, is confident to issue final process instructions in collaboration with concerned operating personnel and provides guidance for implementation.
  • Knowledge of analytical and evaluative methods and techniques to identify and resolve problems of a procedural or factual nature that enhance organizational efficiency.
  • Prior office management experience that includes advanced knowledge of office policies and procedures.
  • Knowledge of how to apply analytical and/or evaluative techniques to identify, consider, and find resolution of issues or problems of a procedural nature for the duties in this scope of work.
  • Proven skill maintaining a contract events calendar and procurement log and independently integrate computer software to generate office products (spreadsheets, reports, documents and forms).
  • A valid driver’s license is required for assistance with GOV maintenance tasks.
  • Excellent organizational skills, attention to detail, and sound skills in written and oral communication is a must.
  • Must be able to read and speak fluent English
  • Must be able to pass a Federal background check

Leading Solutions is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer. We are committed to ensuring a workplace free of discrimination based on race, color, religion, age, disability, genetic information, sex, sexual orientation, gender identity, or national origin, military or veteran status, and any other basis protected by applicable law.

Leading Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and Woman-Owned Small Business (WOSB) headquartered in Kissimmee, Florida. The Company provides professional, technical, administrative, and healthcare services to Government and commercial clients. Leading Solutions customer- centric foundation ensures that our leadership and employees meet customer challenges and build trusting partnerships that lay the groundwork for success.

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