Senior Administrative Operations Specialist

2 weeks ago

Gaithersburg, Maryland, United States MPF Federal LLC Full time
Job Overview

MPF Federal LLC is in search of a Senior Administrative Operations Specialist with expertise in Financial Operations, Acquisition Processes, and Travel Management. This role is crucial for delivering comprehensive administrative support to our federal government clientele. The successful candidate will possess prior experience in federal environments and demonstrate proficiency in various administrative functions.

Core Responsibilities:

Financial Operations Administration

  • Ensure the completion, accuracy, and timeliness of financial operations in accordance with established procedures.
  • Assist in the resolution of Undelivered Orders (UDOs) by:
  • Entering data into the relevant IT systems, ensuring all necessary information and approvals are included.
  • Tracking UDOs to completion and collaborating with staff for necessary updates.
  • Reviewing UDOs for correctness and updating their status for finalization.
  • Monitoring UDOs to confirm obligation line items are valid and supported by appropriate documentation.
  • Providing written explanations for modifications or cancellations of incomplete or invalid line items.
  • Conducting quarterly assessments and reporting findings.
  • Ensuring invalid UDOs are de-obligated within 30 days.
  • Reviewing and reconciling invoices for accuracy upon receipt.
  • Comparing invoices against relevant documentation for validation.
  • Updating vendor information in the financial IT system as required.
  • Communicating with vendors regarding discrepancies and requesting necessary documentation.
  • Reviewing purchase card requests and generating required reports.
  • Setting up accounts in the United Financial Management System (UFMS) for personnel, assigning roles and privileges as needed.
  • Performing additional duties as assigned.

Acquisition Support Administration

  • Conducting research, tracking, and logging activities related to acquisitions.
  • Performing data entry and document uploads, ensuring transaction verification.
  • Coordinating activities associated with purchase cards, contracts, and interagency agreements.
  • Identifying and comparing multiple vendors for service and product pricing.
  • Gathering necessary documentation to facilitate procurement.
  • Screening vendors to support decision-making processes.
  • Compiling and uploading required documentation in compliance with Standard Operating Procedures (SOPs).
  • Obtaining and uploading receipts and transaction-related documents.
  • Assisting in the finalization of contracts and ensuring timely updates.
  • Tracking requisition statuses and performing data entry for accurate invoicing.
  • Coordinating information sharing with relevant points of contact to enhance procurement efficiency.
  • Entering requisitions into the system and managing file transfers.
  • Escalating issues and reporting discrepancies for prompt resolution.
  • Adhering to established SOPs and providing feedback for process improvements.
  • Performing other assigned duties as necessary.

Travel Operations Administration

  • Providing timely responses and approvals for conference requests.
  • Ensuring compliance of Travel Authorization (TA) documents with relevant regulations.
  • Addressing customer inquiries regarding conference requests promptly.
  • Reviewing conference packages for completeness and entering relevant information into the system.
  • Performing data entry in accordance with conference approval guidelines.
  • Tracking requests to completion and notifying relevant parties of any issues.
  • Coordinating data calls with program contacts to ensure timely actions.
  • Conducting thorough reviews of TAs for compliance with federal travel regulations.
  • Utilizing the Concur Electronic Travel System for reviews.
  • Executing additional duties as assigned.

Qualifications:

  • Bachelor's degree in a relevant field.
  • 5-7 years of professional experience in related areas.
  • Prior experience in federal financial operations, acquisition support, and travel operations is preferred, though expertise in one area may be considered.
  • Ability to perform data entry, document management, and financial reconciliation.
  • Proficiency in Microsoft Office applications, including Word and Excel.
  • Familiarity with financial IT systems, SharePoint, and PowerApps is advantageous.
  • Experience with travel management systems, such as Concur.
  • Strong organizational and coordination skills.
  • Demonstrated capability to work independently and remotely.
  • Excellent communication and interpersonal skills.
  • U.S. Citizenship is required; eligibility for a security clearance is mandatory.

MPF Federal 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.

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