Administrative Support Specialist

Western Door Federal is seeking an Administrative Support Specialist. The Procurement Support position is responsible for documentation management, report and data management, and to support contract closeout assistance. This position will be responsible for supporting The Bureau of Land Management (BLM) Nevada State Office (NSO) in Reno. The position is in-person in the Reno offices.

Duties/Responsibilities:

1. Contract/Assistance Agreement Close Out Assistance
   1. Create and/or organize Contract and Assistance Agreement files for Contracting Officers (CO) and Grants Management Officers (GMO).
   2. Review files to ensure all required documentation is included, in accordance with Federal Acquisition (FAR), OMB guidance, Department, and Bureau policy.
   3. Assist with conversion of documents into electronic contract files.
   4. Other duties as assigned.
2. Administrative Support for Cos/GMOs/AOPC and BLM District FBMS Users
   1. Assist with contract and charge card filings, including scanning and electronic filings of the documents.
   2. Create purchase request in the BLM automated procurement system and Federal Business Management System (FBMS).
   3. Reconcile invoices and contract balances.
   4. Assist with converting documents to Electronic Contact Files, including maintaining e-files and uploading of required documents.
   5. Other duties as assigned.
3. Reports and Data Management
   1. Review incoming invoices for further processing.
   2. Attend division staff meetings to provide weekly updates to the Supervisory Procurement Analyst.
   3. Create & Review weekly parked invoice report, compare data with PR log on Sharepoint, and contact appropriate CO and/or Contracting Officer’s Representative (COR) to facilitate timely approvals of pending invoices.
   4. Create quarterly reports such as GR/IR and unawarded PR lines.
   5. Use FBMS and associated modules to develop specialized reports to assist with monitoring and tracking of Contracts and Assistance Agreements.
   6. • Nevada State Office, RenoAssist the NOC in IPAC processing. Includes finding the appropriate obligation to reference and monitoring reports to assist with timely close outs of the outstanding Miscellaneous Obligations (MO). Other duties as assigned. Required Skills/Abilities:
        • Excellent written and oral communication skills.
        • Excellent attention to detail.
        • Ability to create interpersonal relationships with colleagues of all levels, and customers (internal and external).
        • Strong organization and time-management skills.
        • Strong data management skills.
        • Ability to prioritize many complex tasks simultaneously and maintain files in accordance with policy and regulations.
        • Ability to research, interpret and implement bureau policies and procedures.
        • Extensive experience with Microsoft programs (Excel, Microsoft, Power Point, etc.). Experience with specific DOI and BLM software is highly desirable (FBMS, SAP, PRISM, EMIS Reporting System).
        • Ability to assist BLM personnel with data input and Financial System functions.
        • Ability to pass a thorough background check

        Location: Reno, NV

      Physical Requirements:

      • Ability to safely bend, lift and carry items that weigh up to approximately 25 pounds of weight on less than a weekly basis.