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Senior Administrative Operations Specialist

2 months ago

Gaithersburg, Maryland, United States Puente de Vida LLC Full time

Job Type

Full-time

Overview

Puente de Vida LLC is in search of a Senior Administrative Operations Specialist to deliver exceptional support in Financial Operations, Acquisition Processes, and Travel Coordination for our esteemed federal government clientele. The successful candidate will possess extensive federal experience and demonstrate proficiency in providing comprehensive administrative assistance across all designated areas.

Key Responsibilities:

Financial Operations Support

  • Ensure that financial operations tasks are executed with precision, accuracy, and within established timelines according to standard operating procedures (SOPs).
  • Assist in the resolution of Undelivered Orders (UDOs) by:
  • Entering data into the relevant IT systems, ensuring all necessary information and program approvals are included.
  • Monitoring the progress of each UDO, collaborating with relevant personnel for updates.
  • Reviewing UDOs for correctness and updating their status for finalization.
  • Continuously overseeing UDOs to confirm that obligation line items are complete, valid, and supported by appropriate documentation.
  • Providing written justifications to support the modification or cancellation of incomplete or invalid line items.
  • Conducting quarterly assessments and reporting findings.
  • Documenting invalid UDOs and ensuring they are de-obligated promptly.
  • Reviewing and reconciling sample invoices for accuracy and completeness upon receipt.
  • Comparing invoices against relevant documents to ensure consistency.
  • Updating vendor information in the financial IT system as necessary.
  • Communicating with vendors regarding discrepancies and requesting necessary documentation.
  • Conducting reviews of purchase card requests and generating necessary reports.
  • Setting up United Financial Management System (UFMS) accounts for personnel, assigning appropriate roles and privileges as required.
  • Performing additional duties as assigned.
Acquisition Support
  • Conducting research, tracking, and logging activities related to procurement.
  • Performing data entry, uploading documents, and verifying transactions.
  • Coordinating and documenting activities concerning purchase cards, contracts, and interagency agreements.
  • Identifying various sources and vendors while comparing service and product pricing.
  • Gathering necessary documentation to facilitate procurement processes.
  • Screening vendors/providers to support decision-making processes.
  • Compiling and uploading required documentation in accordance with SOPs.
  • Obtaining and uploading receipts and other transaction-related documents.
  • Assisting in the documentation and finalization of contracts.
  • Tracking requisition statuses and ensuring timely updates.
  • Coordinating information sharing with points of contact (POCs) to streamline procurement processes.
  • Entering requisitions into the system and performing file transfers as needed.
  • Escalating issues and reporting discrepancies for swift resolution.
  • Adhering to established SOPs and providing constructive feedback for improvements.
  • Executing other duties as assigned.
Travel Operations Support
  • Providing timely responses and approvals for conference requests.
  • Ensuring compliance of Travel Authorization (TA) documents with relevant regulations.
  • Addressing customer inquiries related to conference requests efficiently.
  • Reviewing conference packages for completeness and entering necessary information into the CLEAR tool.
  • Conducting data entry in line with conference approval guidelines.
  • Tracking requests to completion and notifying relevant parties of any delays.
  • Coordinating data calls with program POCs to ensure timely actions.
  • Performing thorough reviews of TAs to ensure adherence to federal travel regulations.
  • Utilizing the Concur Electronic Travel System for reviews.
  • Executing additional duties as assigned.
Requirements
  • Bachelor's degree in a relevant field.
  • 5-7 years of professional experience in relevant areas.
  • Prior experience in federal financial operations, acquisition support, and travel operations is preferred.
  • Ability to perform data entry, document management, and financial reconciliation tasks effectively.
  • Proficiency in Microsoft Office applications.
  • Familiarity with financial IT systems, SharePoint, and PowerApps is advantageous.
  • Experience with travel management systems, such as Concur.
  • Strong organizational and coordination capabilities.
  • Demonstrated ability to work independently and remotely.
  • Excellent communication and interpersonal skills.
  • U.S. Citizenship is required; eligibility for security clearance is mandatory.

Puente de Vida LLC 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.


Salary Range

$80,000-$95,000