Administrative Assistant (FEW)

KEY DUTIES and RESPONSIBILITIES: 

• Monitor and prepare purchase requests for contract actions and modifications. 

• Enter data and generate reports related to financial and acquisition activities. 

• Assist with preparation of financial reports and contract closeout documentation. 

• Review invoices to ensure alignment with contract terms, rates, and periods of performance. 

• Enter invoice data into the Unified Financial Management System (UFMS) for processing. 

• Support quarterly monitoring of open obligations and assist with reconciliations and audit-related closeout memos. 

• Perform data entry tasks in support of the procurement and finance staff. 

• Generate and prepare reports for planning and management purposes using government systems and databases. 

• Maintain communication with internal customers to provide timely updates on procurement and fiscal matters. 

• Issue funding numbers for approved litigation and purchase requests. 

• Provide automated and clerical support to Supervisory Administrative Services Specialist, Budget Officer, and Contracting Officers. 

• Use personal computers for word processing, spreadsheets, mass mailings, database management, and label generation. 

• Apply knowledge of procurement and fiscal policy, inventory file systems, and case file organization to ensure task accuracy and regulatory compliance. 

EXPERIENCE and/or EDUCATION: 

• Some college
  ; Associate’s Degree (AA) preferred. 

• Qualified typist (minimum of 20 WPM). 

• Minimum one (1) year of experience in administrative support; experience in finance, procurement, acquisitions, or accounting preferred. 

• Ability to produce high-quality work while managing multiple deadlines and working independently in a fast-paced, deadline-driven environment. 

KNOWLEDGE, SKILLS and ABILITIES: 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook). 

• Strong organizational and data entry skills. 

• Familiarity with federal procurement and fiscal processes. 

• Competence in operating common office equipment and software. 

• High level of initiative, effort, and commitment to completing assignments accurately and on time. 

• Clear and professional communication skills; ability to manage competing priorities effectively.