Business Support Specialist

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The Business Support Specialist provides contract, budget, and administrative support for the Office of Management and Information Division (OMID). This role supports day-to-day business operations by assisting with contract administration, budget tracking, property management, and general administrative functions. The position requires strong organizational skills, independent judgment, and the ability to manage multiple priorities.

• Contract & Procurement Support
• Support contract administration activities, including intake, tracking, documentation, invoicing, and closeout support.
• Assist with preparing and reviewing procurement and contract-related documents for accuracy and compliance.
• Track invoices, payments, deadlines, and contract actions, and respond to vendor inquiries.
• Maintain organized contract files, logs, and tracking systems.
• Coordinate with internal offices and acquisition staff to support procurement and contract processes.
• Assist with managing procurement inboxes, training procurements, utility payments, and related records.

• Minimum/General
  
  Experience:
  
  Bachelor's degree in business, finance or a related field with 4 years of specialized experience. Or with at least 10 years of specialized experience, a degree is not required. In addition to the minimum education/experience stated above, the contractor shall also possess the following:
• Demonstrated ability of superior communication skills with all levels of staff/affiliates and diverse groups of people in order to interface with contacts, participate in meetings, obtain cooperation and coordination, and plan and execute various administrative functions;
• Ability to prioritize work assignments involving many people, tracking, and maintaining a schedule;
• Ability to work independently with projects being completed with a minimum of supervision;
• Proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint), Adobe Acrobat and Google (docs, sheets, presentations, forms);
• Skill in office management processes;
• Ability to learn and use a variety of automated systems to perform administrative tasks such as contract administration, budget preparation and tracking and support tasks related to web content/design, SF-182 Training, property management, conference reservations/meeting preparation and Paper Reduction Act;
• Skilled in interpreting and translating policies of the SWSFC and/or OMID and relays to individuals to assist with day-to-day administrative management problems and, as appropriate, recommend solutions for a Center-wide impact;
• Demonstrated skill in analyzing, developing, reviewing, and recommending action to establish and improve management practices, techniques, and work procedures. Upon approval of recommendation, is confident to issue final process instructions in collaboration with concerned operating personnel and provides guidance for implementation;
• Knowledge of analytical and evaluative methods and techniques to identify and resolve problems of a procedural or factual nature that enhance organizational efficiency;
• Prior office management experience that includes advanced knowledge of office policies and procedures;
• Knowledge of how to apply analytical and/or evaluative techniques to identify, consider, and find resolution of issues or problems of a procedural nature for the duties in this scope of work;
• Proven skill maintaining a contract events calendar and procurement log and independently integrate computer software to generate office products (spreadsheets, reports, documents and forms);
• A valid driver’s license is required for assistance with GOV maintenance tasks.