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, and Travel Support. This role is crucial for delivering comprehensive administrative services to our federal government clientele. The ideal candidate will possess significant federal experience and demonstrate proficiency in providing support across all specified domains.

Core Responsibilities:

Financial Operations Administration

  • Ensure the accuracy and timeliness of financial operations activities in accordance with established Standard Operating Procedures (SOPs).
  • Assist in the resolution of Undelivered Orders (UDOs) by:
  • Inputting data into the relevant IT systems, ensuring all necessary information and approvals are included.
  • Monitoring UDOs until completion and collaborating with relevant personnel for updates.
  • Verifying UDO accuracy and updating statuses for finalization.
  • Regularly reviewing UDOs to confirm that obligation line items are valid and supported by appropriate documentation.
  • Providing written justifications for the modification or cancellation of incomplete or invalid line items.
  • Conducting quarterly assessments and reporting findings.
  • Ensuring invalid UDOs are de-obligated within a specified timeframe.
  • Reviewing and reconciling invoices for accuracy and completeness upon receipt.
  • Comparing invoices against relevant documentation to ensure correctness.
  • 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 United Financial Management System (UFMS) accounts for personnel, assigning appropriate roles and privileges.
  • Performing additional duties as assigned.

Acquisition Support Administration

  • Conducting research, tracking, and logging related activities.
  • Performing data entry, document uploads, and transaction verification.
  • Coordinating activities related to purchase cards, contracts, and interagency agreements.
  • Identifying and comparing service and product pricing from various vendors.
  • Gathering necessary documentation to facilitate procurement.
  • Screening vendors to provide justification for decision-making processes.
  • Compiling and uploading documentation in compliance with SOPs.
  • Collecting and uploading receipts and transaction-related documents.
  • Assisting in the documentation and finalization of contracts.
  • Ensuring timely updates and uploads of necessary documents.
  • Tracking requisition statuses and performing data entry for accurate invoicing.
  • Coordinating information sharing with points of contact to streamline procurement processes.
  • Entering requisitions into the system and transferring files as needed.
  • Escalating issues and reporting discrepancies for prompt resolution.
  • Adhering to established SOPs and providing feedback for improvements.
  • Executing other duties as assigned.

Travel Operations Administration

  • Providing timely responses and approvals for conference requests.
  • Ensuring compliance of Travel Authorization (TA) documents with regulations.
  • Addressing customer inquiries related to conference requests efficiently.
  • Reviewing conference packages for completeness and entering relevant information into the system.
  • Performing data entry in accordance with conference approval regulations.
  • Tracking requests to completion and notifying relevant parties of any issues.
  • Coordinating data calls with program Points of Contact to ensure timely actions.
  • Conducting thorough reviews of TAs to ensure compliance with federal travel regulations.
  • Utilizing the Concur Electronic Travel System for reviews.
  • Performing 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, and travel support is preferred, though candidates with expertise in a single area may be considered.
  • Proficiency in data entry, document management, and financial reconciliation.
  • Strong skills in Microsoft Office applications.
  • Experience with financial IT systems, SharePoint, and PowerApps is advantageous.
  • Familiarity with travel management systems, such as Concur.
  • Excellent organizational and coordination abilities.
  • Proven ability to work independently and remotely.
  • Exceptional oral and written communication skills.
  • U.S. Citizenship is required; eligibility for 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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