Administrative Assistant

Summary/General Description Of Job:

The Incumbent works under the general direction of the IDIQ Manager and has primary responsibility for assisting the IDIQ Manager with the general business operations of the IDIQ Department.

The following summarizes duties which are performed as contractually required submittals to the Government for approvals to proceed on tasking as well as approvals to process payments.

• Maintain RFP and Viewable TO spreadsheet as directed by IDIQ Manager to include:
  • Entering new project information.
  • Update existing information when amendments are received.
  • Verification of due dates.
  • Maintain accuracy of tabs, moving items to appropriate tab.
  • Coordinates with Construction Managers for their input to the spreadsheet.
• Create new work orders in Maximo
• Create job folders and save government documents in appropriate folders
• Move documents into appropriate folders on share drive
• Maintain calendar due dates
• Sends information to request subcontractor access for subcontractors and job walks to AFSO.
• Collects certified payrolls from subcontractors on a weekly basis.
  • Reconciles line by line to validate type of work performed, correct job classification is being charged, correct associated pay rate and fringe benefit rate.
  • Determines whether or not Davis Bacon Act work was performed and validates correct wage rate and fringe benefit rate was applied.
  • For work performed by an apprentice, confirms correct wage rate % based on level of the apprentice, if the apprentice performed work alone, requires upgrade to journeyman level pay and fringe benefit rates.
• Collects invoices from subcontractors, validates invoice against the established schedule of values established at time of award, and coordinates reconciliation with subcontractor when there are discrepancies.
• Prepares shop support quotes, obtains appropriate signature, and sends signed quote to requestor
• Receives “no work” statement weekly from subcontractors.
• Compiles and transmits daily reports to ET.
• Log monthly subcontractor hours
• Compile and forward SPA to Safety Dept.
• Receive daily subcontractor check‑ins & log location and number of crew
• Create Child Work Orders for Task Orders
• Prepare Task Order field binders
• Responsible for completion of bonding requests and ordering bonds through Amentum – Corporate

In addition, the IDIQ Administrative Assistant duties include the following:

• Responsible for confidential IDIQ shop support including:
  • Receives credit card information from subcontractors
• Sends credit card information utilizing proper format to Amentum – Corporate
• Prepares and processes internal purchase requests
• Maintains multiple logs as well as central filing system for department.
• Maintains familiarity with the FAR, and Contract guidelines as well as keeping up to date with changes to each.
• Performs administrative and analytical duties as assigned.
• Assists in resolving any disputes through documentation, logs, etc.
• Conducts research as directed by IDIQ Manager.
• Promotes quality and excellence in customer service.

• Prioritization and completion of assigned projects in a timely and efficient manner.
• Adherence to established safety policies and good industrial and office safety practices.
• Compliance with Standard Operating Procedures and Personnel policies and procedures.
• Timely and cost‑effective performance of duties.
• Timely and accurate completion of work.
• Working with the IDIQ Manager to outline work to be done, after which incumbent is expected to work independently.
• Maintaining complete confidentiality of all financial and project related matters.
• Harmoniously working with other employees and customers.
• Skilled in the use of MS Word, Excel, and Outlook at the intermediate or higher level.
• Ability to exercise independent judgment and handle confidential information.

• Associate’s Degree in Business Administration or Accounting.
• Five (5) years of progressively responsible accounting or construction management experience may be substituted for formal education requirement.
• Contract administration experience involving Subcontractors on invoicing,…