Wits Solutions Inc. · 2 days ago
Contract Closeout Specialist
San Antonio, TX
Full-time, Contract
Onsite
Mid Level
3+ years expWits Solutions Inc. is seeking a Contract Closeout Specialist to provide high-level administrative support in contract management. The role involves assisting Contracting Officers with contract closeout processes, maintaining inventory, and ensuring compliance with Department of Defense guidelines.
AnalyticsBig DataCloud Data ServicesCyber SecurityInformation TechnologyIT Infrastructure
No H1B
Security Clearance RequiredU.S. Citizen OnlyHiring Manager
Larry Stark
Responsibilities
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
Qualification
Required
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 citizen
Active T1 public trust background check
Company
Wits Solutions Inc.
Founded in 2008, WITS Solutions is a small business headquartered just outside of Washington, DC, with personnel in 35 states across the US supporting customer projects.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase