Administrative Support Subject Matter Expert III
4 weeks ago
MPF Federal is seeking Administrative Support, Subject Matter Expert III in Financial Operations Support, Acquisition Support, and Travel Support to provide administrative support services for our federal government client. The ideal candidate will have prior federal experience and the ability to perform administrative support in each of the required areas.
Key Responsibilities:
Administrative Financial Operations Support
- Ensure financial operations support activities are complete, accurate, and timely per established SOPs and guidelines.
- Assist with Cleaning up Undelivered Orders (UDOs) to include:
- Perform data entry into the appropriate IT system, including all pertinent information and program approvals.
- Tracking each UDO through completion, collaborating with appropriate staff for updates.
- Review UDOs for accuracy and update their status for finalization.
- Continuously monitor UDOs to ensure obligation line items are complete, valid, and supported by appropriate documents.
- Provide written descriptions to support the modification or cancellation of incomplete or invalid line items.
- Conduct quarterly reviews and report results.
- Include reports of invalid UDOs and ensure they are de-obligated within 30 days.
- Review and reconcile sample invoices for accuracy and completeness upon receipt and within the established schedule.
- Compare invoices against the import sample Release/Notice of Action or domestic invoices against the collection of Receipt.
- Verify and update vendor address and bank information in the financial IT system as necessary.
- Inform vendors of discrepancies and request the correct documentation.
- Perform purchase card request reviews and provide necessary reports.
- Establish and set up United Financial Management System (UFMS) accounts for personnel, assigning appropriate roles and account privileges as directed.
- Ability to do other duties as requested and assigned.
Administrative Acquisition Support
- Conduct fact-finding, research, tracking, and logging activities.
- Perform data entry, upload documents, and verify transactions.
- Coordinate and document activities related to purchase cards, contracts, and interagency agreements.
- Identify multiple sources and vendors and compare service and product pricing.
- Collect required supporting documentation to facilitate purchases.
- Screen vendors/providers to provide justification and aid in decision-making processes.
- Compile and upload necessary documentation to the system in accordance with Standard Operating Procedures (SOPs) and guidelines.
- Obtain and upload receipts, certificates, and other transaction-related documents.
- Assist in the documentation and finalization of contracts.
- Upload documents and ensure timely and accurate updates.
- Track the status of requisitions, perform data entry, update records, and upload submissions and documents.
- Coordinate information and record-sharing with points of contact (POCs) to ensure efficient procurement processes.
- Enter requisitions into the system and perform file transfers to new organization components.
- Perform data entry and upload documentation to the system for accurate invoicing and timely payments.
- Escalate issues and report discrepancies to ensure quick and effective resolution.
- Follow established SOPs and provide feedback and recommendations for updates and improvements.
- Perform other duties as requested and assigned.
Administrative Travel Operations Support
- Provide timely and accurate responses and approvals of conference requests.
- Ensure Travel Authorization (TA) documents comply with regulations and policies.
- Respond to customer questions related to conference requests promptly.
- Review conference packages for completeness and enter pertinent information into the CLEAR tool.
- Perform data entry in accordance with conference approval rules and regulations, including correct cost estimates and program approval documentation.
- Track requests through completion and alert relevant parties of delays or issues.
- Coordinate data calls with program Points of Contact (POCs) to ensure timely actions.
- Perform accurate, timely, and thorough reviews of TAs to ensure compliance with the Federal Travel Regulation (FTR) and the Department of Health and Human Services (HHS) Travel Policy Manual.
- Conduct reviews using the Concur Electronic Travel System.
- Perform other duties as assigned.
- Bachelor’s degree in a related field.
- 5-7 years of professional and relevant experience.
- Prior experience in federal financial operations support, acquisition support and travel operations support although we may consider candidates with expertise in only one area.
- Ability to perform data entry, document management, and financial reconciliation tasks.
- Proficiency in using Microsoft suite applications such as word, excel, etc.
- Proficiency in using financial IT systems, SharePoint, and PowerApps preferred.
- Proficiency in using travel management systems, such as Concur.
- Strong organizational and coordination skills.
- Demonstrated ability to work remotely and independently.
- Excellent oral and written communication and interpersonal skills.
- U.S. Citizenship is required; eligibility to obtain a security clearance is mandatory; recent or current federal clearance preferred.
MPF Federal is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
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