Contract Closeout Specialist

1 week ago

San Antonio, Texas, United States Wits Solutions Full time
Job Description

Job Description

Wits Solutions Inc. (WITS) is a SBA certified 8(a) company with headquarters in the metropolitan Washington D.C. area.

WITS has been providing best-in-class solutions in professional IT and administrative consulting to various Federal, State, Local and commercial customers.

At WITS, we believe in working not for our clients but with them.

This is why right from the beginning; our analysts and solution-builders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future.

Required Skills
3 years of contract closeout experience
Bachelor's Degree OR 6 years of contract closeout experience
Expertise in MS Office applications such as Word, Excel, and SharePoint
Be an American citizens
Active T1 public trust background check
Demonstrate the following
Experience and knowledge to provide high- level administrative support by conducting research, preparing statistical reports, handling information requests, and performing functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings
Work with professional Contracting Officers and being well versed in all aspects of contract management, including requirements definition, solicitation preparation, price justification, negotiation and award, and administration of contracts
Dealing effectively and ethically with change, complexity, and problem solving.
Obtaining initial and recurring education training
Ability to accomplish the following
Assist CO in administrative duties related to acquisition operations
Support of contract closeout, de-obligation of Un-obligated

Obligation(ULO)/Undelivered

Orders(UDOs)and other post-award contract administrative services
Auto-closeout actions, digital imagining of contracts, and acquisition related documentation for contracting correspondence
Proofread records, forms, documents and sort contract records
Be familiar with the Department of Defense Contract Closeout Guidebook
Ability to use Electronic Data Access (EDA), Wide Area Work Flow(WAWF) and my Invoice applications contained within the Procurement Integrated Enterprise Environment (PIEE)
Coordinate with the Defense Finance and Accounting Service (DFAS)and other paying activities to obtain payment histories of invoices and vouchers and validate status of payments/invoices
Coordinate with the Defense Contract Audit Agency(DCAA)and Defense Contract Management Agency(DCMA)to verify audit status, and/or final project acceptance by the Government
Request and obtain missing documentation required for closeout, follow up with information requests from internal/external customers, and assist with in queries regarding contract closeouts
Prepare closeout documents for Contracting Officer approval

Inputted-obligations into the contract writing system, preparing draft DD Form 1594s, release of claims, memos for record, and any other documentation deemed necessary by the Government to perform contract closeout.

Coordinate with the Contracting

Officer(CO),Contracting

Officer

Representative(COR)and

Financial Management(FM) and appropriate business/vendor to obtain required information and signatures
Take inventory and physically account for all close-out files, pending close-out and closed out files in retention
Maintain an inventory identifying the date file is received into close-out, and file location
Provide a complete inventory report identifying the contract number, number of folders associated with contract, and file location, and identify status of contract whether, in closeout, pending closeout, or closeout in retention
Input accurate details into the Contract Closeout SharePoint Tracking System.
Keep all SharePoint items up-to-date with file location, date changes, inventory data, and all other required fields on entry forms
File records of status emails, to internal/external customers, and any other information or documentation as it specifically relates to the close-out IAW DoD Contract Closeout Guidebook
Store all contract related files and correspondence in folders labeled in accordance with local procedures
Assist with review of audit findings from the Defense Contract Audit Agency(DCAA),and assist with research to support the Contracting Officer's final determination, preparing draft responses, and correspondence for Contracting Office approval
Maintain a tracking list of all contract close-out, identifying the total number of close-out, pending close-out, and close-out in retention ensuring the list includes the contract number, assigned contractor support, current status, and any other information
Update and maintain the tracking list on a share drive, or database accessible to the Government
Inventory, identify, track, and prepare closed out files for the staging process in accordance with contract retention policies, and regulations(i,e, DoD Contract Closeout Guidebook, FAR)
Place files ready for staging in properly secured design at ed location and labeled boxes for transport to the storage facilities in the local area
Notify the Government when files are required to be transported to the storage facility when a minimum of five (5) boxes are ready for transport
Inventory, track, and maintain a report of contracts in retention at the warehouse and ready to be destroyed in accordance with FAR close out retention periods
Prepare files ready for destruction in properly secured and labeled boxes for transport to the shred/burn facilities in the local area and input the updated inventory items in the SharePoint Warehouse Inventory Tracking system
Notify the Government quarterly of the number of boxes ready to be destroyed

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