Procurement Assistant with Security Clearance

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Job description

Responsibilities include, but are not limited to the duties listed below Provide procurement assistance support to coordinate and assist branch and division operations. Assist end users for purchases in AFRL/RY. Make purchases via tools and web-based platforms per Directorate, AF, DoD Guidelines and Regulations. Have and maintain accounts in the major acquisition web-based platforms to procure products, services, and other materials, including, but are not limited to: AFWay, NETCENTS, Enterprise Software Initiative/SmartBuy, and General Services Administration. Have technical knowledge needed to assure the purchasing request is valid and effective, and provides the best value to the organization. Develop familiarity with the Directorate's business managers and government purchase card holders, and works with them to secure funding. Work with external contract officers to identify and select proper vendors needed to provide the goods and services, and to ensure the bids meet end user's requirements. Conduct requests for quote based on user needs and submits them via purchasing tools per AF and DoD Guidelines and Regulations. While seeking quotes, communicate with potential vendors to ensure they comprehend the user's requirements. Obtain any waivers or special permissions needed to make the purchase. Work with cognizant government manager to ensure the request is approved. Work with operations and finance staff to keep up to date with latest regulations and rules governing purchasing. Periodically communicate with operational leadership on status of pending purchases. Retrieve and distribute committed Purchase Requests and Defense Advanced Research Projects Agency (DARPA) Orders from the Automated Business Services System. Maintain multiple data bases and spreadsheets that include master lists of active contracts, contracts in close out and staging, and lists and status of Purchase Requests. Input DARPA contract information into The Financial Information Management System (TFIMS). Assist with the contract file close out process including retrieving Receiving Reports from Wide Area Workflow, coordinating with key negotiators and Contracting Officers, tracking status and interfacing with Directorate close out point of contact and financial management office. Receive, log, and track Freedom of Information Act (FOIA) requests which includes reproduction, assembly of document(s)/response, and delivery to the FOIA office. Assist with preparation efforts associated with Air Force and Department of Defense level audits. Serve as the Records Custodian and maintain each division's file plan. Digitally store and electronically file documentation using standard DoD, AF, AFMC, and/or AFRL enterprise systems such as LiveLink or SharePoint. Some documentation must be maintained in paper format; contractor is responsible for ensuring all of these records meet requirements. Management (ERM) compliance is mandatory. File correspondence and unsuccessful proposals, process new contract files, make labels, and ensure files are orderly. Type correspondence, copy documentation, process facsimile messages, answer common phone lines for divisions and branches, and direct callers and visitors to the appropriate individuals. Track training for division personnel. Prepare the divisions for Staff Assistance Visits. Will be assigned other administrative duties relative to the position as required to accomplish the mission of the organization and support management, such as assisting with contractor-to-contractor non-disclosure agreements. Education, Requirements and Qualifications Clearance: Secret or ability to obtain a Secret Clearance Bachelors Degree and three (3) years of relevant experience or Associates Degree and seven (7) years of relevant experience nine (9) years of relevant experience in lieu of a degree Strong professional and business communication skills Self- motivation and the ability to work independently and in a team environment Strong organizational and time management skills An understanding of professional services; Intermediate to Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Visio; Expertise with ABSS, WAWF, TFIMS, PBAS, EBS, LiveLink, Microsoft Professional Office Suite of Tools. Strong interpersonal skills and above average verbal and written communication skills Working Conditions and Physical Requirements Must be able to lift 15 lbs

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