Contract Closeout Specialist

Job Description:

Required Skills:

• 3 years of contract closeout experience
• Bachelor’s Degree OR 6 years of contract closeout experience
• Expertise in MS Office applications such as Word, Excel, and SharePoint
• Be an American citizens
• Active T1 public trust background check

Demonstrate the following:

• Experience and knowledge to provide high- level administrative support by conducting research, preparing statistical reports, handling information requests, and performing functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• Work with professional Contracting Officers and being well versed in all aspects of contract management, including requirements definition, solicitation preparation, price justification, negotiation and award, and administration of contracts.
• Dealing effectively and ethically with change, complexity, and problem solving.
• Obtaining initial and recurring education training.

Ability to accomplish the following:

• Assist CO in administrative duties related to acquisition operations.
• Support of contract closeout, de-obligation of Un-obligated Obligation(ULO)/Undelivered Orders(UDOs)and other post-award contract administrative services.
• Auto-closeout actions, digital imagining of contracts, and acquisition related documentation for contracting correspondence.
• Proofread records, forms, documents and sort contract records.
• Be familiar with the Department of Defense Contract Closeout Guidebook.
• Ability to use Electronic Data Access (EDA), Wide Area Work Flow(WAWF) and my Invoice applications contained within the Procurement Integrated Enterprise Environment (PIEE).
• Coordinate with the Defense Finance and Accounting Service (DFAS)and other paying activities to obtain payment histories of invoices and vouchers and validate status of payments/invoices.
• Coordinate with the Defense Contract Audit Agency(DCAA)and Defense Contract Management Agency(DCMA)to verify audit status, and/or final project acceptance by the Government.
• Request and obtain missing documentation required for closeout, follow up with information requests from internal/external customers, and assist with in queries regarding contract closeouts.
• Prepare closeout documents for Contracting Officer approval.
• Inputted-obligations into the contract writing system, preparing draft DD Form 1594s, release of claims, memos for record, and any other documentation deemed necessary by the Government to perform contract closeout.
• Coordinate with the Contracting Officer(CO),Contracting Officer Representative(COR)and Financial Management(FM) and appropriate business/vendor to obtain required information and signatures.
• Take inventory and physically account for all close-out files, pending close-out and closed out files in retention.
• Maintain an inventory identifying the date file is received into close-out, and file location.
• Provide a complete inventory report identifying the contract number, number of folders associated with contract, and file location, and identify status of contract whether, in closeout, pending closeout, or closeout in retention.
• Input accurate details into the Contract Closeout SharePoint Tracking System.
• Keep all SharePoint items up-to-date with file location, date changes, inventory data, and all other required fields on entry forms.
• File records of status emails, to internal/external customers, and any other information or documentation as it specifically relates to the close-out IAW DoD Contract Closeout Guidebook.
• Store all contract related files and correspondence in folders labeled in accordance with local procedures.
• Assist with review of audit findings from the Defense Contract Audit Agency(DCAA),and assist with research to support the Contracting Officer’s final determination, preparing draft responses, and correspondence for Contracting Office approval.
• Maintain a tracking list of all contract close-out, identifying the total number of close-out, pending close-out, and close-out in retention ensuring the list includes the contract number, assigned contractor support, current status, and any other information.
• Update and maintain the tracking list on a share drive, or database accessible to the Government.
• Inventory, identify, track, and prepare closed out files for the staging process in accordance with contract retention policies, and regulations(i,e, DoD Contract Closeout Guidebook, FAR).
• Place files ready for staging in properly secured design at ed location and labeled boxes for transport to the storage facilities in the local area.
• Notify the Government when files are required to be transported to the storage facility when a minimum of five (5) boxes are ready for transport.
• Inventory, track, and maintain a report of contracts in retention at the warehouse and ready to be destroyed in accordance with FAR close out retention periods.
• Prepare files ready for destruction in properly secured and labeled boxes for transport to the shred/burn facilities in the local area and input the updated inventory items in the SharePoint Warehouse Inventory Tracking system.
• Notify the Government quarterly of the number of boxes ready to be destroyed.