Administrative Assistant - DMLSS Department of Logistics

Nalu Federal•Bethesda, MD

9d•Onsite

About The Position

Nalu Federal is a subsidiary company of the Kanaka Foundation - An NHO who's mission is to support Native Hawaiians. You will receive a comprehensive benefits package that includes: Health insurance Dental insurance Vision insurance Pet insurance Annual membership to Costco or Sam's 401K ...and much, much more! Summary: Duties comprise of providing advice, assistance, and occasional oversight on department supply, DMLSS system, and budgeting matters. The incumbent serves as an Administrative Assistant - DMLSS (ACQ MGT) in the Department of Logistics at Walter Reed with responsibility for the daily administration of the Defense Medical Logistics Standard Support (DMLSS) system and work involving manual or automated supply and logistics systems and processes.

Requirements

Knowledge of regulations and fiscal practices regulating the Defense Business Operating Fund (DBOF).
Federal Appropriation Regulations and Financial Management Systems (FMS) including an in-depth knowledge of procedures and practices in order to administer financial oversight of duplicate cargo shipments and make recommendations to operating officials.
Knowledge of standard financial management and analytical methods, techniques, and practices in order to assess and advise on the financial status of assigned cases.
Knowledge and application of accounting and budgeting principles and procedures as well as automated data processing (ADP) techniques and procedures both directly and indirectly related to the financial management (FM) system as it relates to accounting and budget processing.
Knowledge of multiple administrative support regulations, practices, and procedures to include procurement, sales, purchases, etc., in order to assess budget data and advise management.
Ability to analyze difficult accounting and budget functions in order to ensure compliance and increase productivity.
Extensive knowledge of supply management principals, theories, and concepts to perform a variety of routine studies and investigations regarding logistical support issues (i.e., acquisition, distributions, etc.) and to conduct comparative studies aimed at determining the effectiveness of a wide range of management processes, management information systems, and the applicability of higher directives to the MTF.
Knowledge of purchase and procurement regulations and procedures.
Extensive skill in applying fact finding, analytical, and problem-solving methods and techniques to evaluate information concerning the management process, draw conclusions, and recommend appropriate actions to management on logistics supply systems and programs (e.g., advising on the merits of a proposed logistical system design change).
Skill in written and oral communications sufficient to prepare and present findings and recommend solutions, including the preparation and presentation of graphs, charts, process flow diagrams, and final reports.
In-depth knowledge of numerous management information systems, application, principals, and practices, e.g., data bases, graphics, spreadsheets, and word processors and their subsequent updates and/or replacements.
Ability to apply knowledge and skills to existing or future manual or automated supply/logistics systems.
Extensive knowledge of computer systems hardware and software functionality for past, present, and future systems.
Knowledge of Bureau of Medicine (BUMED) and Surgery, command, and installation procedures and standards as they relate to limitations in design coordination requirements and documentation.
Knowledge of the logistical systems work processes, work rules, design, and procedures in order to recommend changes to improve, streamline, or simplify processes and systems.
Knowledge of prevailing practices in public and private sector supply/logistics automation and support systems to assist on: alternative approaches to systems development, e.g. bar-coding systems, optical filing systems, radio frequency technology, value added networks, and/or problem solving.
Skill in applying qualitative, quantitative, and evaluative methods and techniques for the assessment and improvement of the MTF logistics system programs and financial business processes.
Ability to evaluate and analyze logistical issues to determine effects and benefits of changes to program requirements.
Knowledge with use of the Defense Medical Logistics Standard Support (DMLSS) system. Specifically, Customer Area Inventory Management and Inventory Management modules.
A minimum of 6 months experience is required in the supply or warehouse setting.

Responsibilities

Provides advice, assistance, analysis, and information to assigned area/s.
Independently performs a wide range of analytical duties, serving as the focal point for the processing of customer requirements, examining a variety of documents, records, and various reports to ensure compliance with policies, operating procedures, and revised regulations.
Reviews execution reports for accuracy and propriety, submitting review to supervisor for further action.
Analyzes and reconciles general and subsidiary cost account ledgers.
Reviews and analyzes data related to annual budget submissions and reimbursable funding actions, assuring obligations and expenditures occur in a timely manner and in accordance with command's programmed budget.
Participates in decision-making sessions and advises on regulatory requirements, financial policies, and data interpretation.
Originates documentation and correspondence in accordance with Department of Defense (DoD), military service, Command and other standards. Documents may include cost analysis, feasibility studies, process flow charts, functional descriptions, intradepartmental memorandums, and various official communications.
Performs in-depth analysis of manual processes to determine what is required to resolve problems and/or to recommend changes or enhancements. This entails assisting with the development, management, and administration of policies, procedures, and techniques governing various existing automated supply/logistics support systems and any subsequent upgrades, replacements, or additional supply/logistics support systems.
Performs systems and process analysis and designs methods, techniques, forms, and/or reports for the development, improvement, and maintenance of the overall Supply/logistics processes and systems as related to the mission.
Represents the Logistics Department by assisting with and making recommendations to streamline supply/logistics procedures and techniques and providing technical guidance.
Provides advice, guidance and instructions to users on the Government Purchase Card Program.
Ensures Defense Medical Logistics Standard Support (DMLSS) and US Bank data is reconciled each month.
Ensures other data required by the systems is correctly recorded; explores new approaches in making the systems responsive to new interfaces with current financial accounting automated systems.
Analyzes regulations and policies to promote efficient and effective use of command resources, determines need for and recommends System Change Requests to the DMLSS SA when necessary.
Advises management of system problems and recommends solutions.
Determines the need for training of employees in the use of DMLSS as it relates to the Purchase Card and ensures that it is scheduled and provided.
Schedules and provides on-the-job training classes for Cardholders and Billing Officials coordinators on all phases of Purchase Card financial reconciliation to ensure that cardholder transactions are correctly posted.
Establishes and maintains user access documents for new and existing users.
Plans and coordinates with all customers those changes related to cardholder and BO accounts and other data.
Develops and issues local instructions as necessary regarding the Purchase Card and reconciling accounts each month.
Ensures quality performance of all services provided.
Strives to ensure that services provided comply with the quality standards associated with the specific services performed. These standards are identified in statements of work, job orders, standard operating procedures and various instructions, notices and manuals relative to the functions performed by the employees.
Make recommendations to management and supervisors on inventory control systems to improve the quality of services provided through the MTF supply program.