Overview

HORUS Technology Solutions is looking for a Closeout Specialist to join our Grants Peer Review project team.

A top candidate would be very client focused. To be a strong team player you must be proactive in identifying issues and risks, and work with the client and the team to be a trusted advisor.

Responsibilities

• Disburse Peer Reviewer honorarium (fee) and Technical Writer fee disbursements.
• For contracts/task orders that have expired, the Contractor shall review the file to determine their type, contract limitations, contract periods, types of costs, legal status, indirect rates, and ceilings, when applicable.
• Responsible for the management/administration of each completed contract from receipt through close-out execution, including the transfer of closed files to the Federal Records Center in Washington, DC.
• Perform, coordinate, and schedule the close-out actions necessary for completion of the close-out process.
• Perform limited auditing services when no previous audit has occurred to reconcile direct and indirect costs billed, including adjustments for changes in indirect costs over the entire contract period.
• Ensure the receipt of final property inventory, final clearance for the Property Officer, and receipt of the particular contractor’s GPO certification.
• As necessary, prepare a Desk Audit Memoranda for each contract in the close-out process to document the steps for the closed contract file.
• Review indirect costs paid and reconcile them to amount due using the final rates.
• Prepare and submit closing documents, and with the COR’s written approval, submit the documents to the specific contractors requesting recovery of overpayments if customer is owed money, or invoices for any amounts due, if applicable.
• Correspond with applicable contractors (vendors) by phone, email, or written correspondence to request and exchange information needed in the close-out process, to include receipt of the final voucher, final release and certification of funds, rebates, and credits.
• Work closely with the appropriate customer COR (depending on the particular contract) on the preparation of the customer COR’s final determination letter outlining the contractor’s appeal right.
• As necessary, request from the Finance Office reports on the amounts obligated and the amounts paid under each contract/task order and reconcile voucher records with disbursements.
• Accurate obligation and paid amounts should be available in the customer tracking system.
• Checks recovered for overpayment by the close-out process shall be submitted to the Finance Office through the CO and the contract file shall be annotated to reflect receipt of the payment.
• Attempt to resolve any differences and/or questionable costs by telephone with the contractor (vendor) whose contract is being closed out. If unable to resolve differences via telephone conversation, the Contractor shall draft a letter for the customer CO’s signature to request the contractor’s position on amounts questioned.
• Where applicable, prepare documentation recommending that DCM attempt to recover costs that should be disallowed. The documentation shall be prepared for submission to Collections following approval by the customer CO.
• Prepare the Close-out Checklist for review and approval of the CO. The completed checklist must reflect that all required forms and documents have been reviewed and included in the file prior to submission of the file to the CO for final review and sign-off.
• Prepare a memorandum and then forward that memorandum with the signed closing document to the Finance Office. The memorandum must include instructions for de-obligating the balance of funds, if applicable.
• Maintain the customer closeout filing room (located in Rockville, MD).
• Generate letters and forms, and box up files and reports to ensure that the entire contract close-out process is supported in a timely and professional manner.
• Prepare monthly reports and meet with the COR to review project performance once a month (as necessary), as well as produce other related reports.
• Maintain a file that will house the standard form letters that can be chosen from to generate a letter to the contractors (vendors) requesting the required documentation.
• Support to be provided on-site (Rockville, MD).

Qualifications

• Should possess at least one year of experience in closing out contracts for a Federal Agency.
• Must possess highly competent skills with computer software, hardware, and related equipment.