Procurement Assistant

Jefferson Consulting Group-posted about 1 year ago
Full-time • Entry Level
Remote • Washington, DC
Professional, Scientific, and Technical Services
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The Procurement Assistant at Jefferson Consulting Group will support the Department of Transportation (DOT) in a fully remote capacity. This role is designed for individuals who thrive in a collaborative environment and are passionate about innovation and excellence. The position involves managing calendars, scheduling meetings, arranging travel, and supporting various procurement-related tasks, all while fostering a culture of continuous learning and professional growth.

  • Maintain and manage calendars including the General Office Calendar.
  • Schedule meetings, organize meeting agendas, document meeting notes or minutes, reserve conference rooms, coordinate and track meeting requests and send meeting invitations.
  • Arrange detailed travel plans, itineraries, and agendas.
  • Track tasks and deadlines for projects, deliverables, and action items.
  • Collect, gather, and compile data, documentation, and information to support response to assigned data calls, requests for information, audits, and taskers from varying levels of the Department or Operating Administration.
  • Compose, prepare, and proofread correspondence, letters, and memorandum including correspondence that are sensitive in nature.
  • Intake and coordinate responses to Freedom of Information Act (FOIA) requests.
  • Route correspondence for review, signature, and/or distribution.
  • Maintain Outlook email groups for personnel, Contracting Officer Representatives (CORs), and Program/Project Manager (P/PMs).
  • Create and preserve electronic records that document the organization, functions, programs, policies, decisions, procedures, and essential transactions.
  • Verify that Period of Performance 'Reminder of Action' notifications have been properly set up in PRISM for contracts/orders that contain option periods and set up these notifications when necessary.
  • Maintain and update invoice approver hierarchy records.
  • Track and report Contracting Officer (CO), COR, and P/PM certification data such as expiration dates and Continuous Learning Points (CLP) status.
  • Monitor the Portfolio Manager (PfM) email inbox daily to include timely responses.
  • Support initial and follow-up correspondence activities with assigned Acquisition Planners (APs).
  • Update and maintain the Procurement Pipeline, based on any new changes in project status or progress.
  • Gather and consolidate Upcoming Procurement Tracker data for analysis, reporting, and decision making.
  • Schedule Acquisition Launch meetings, Jam Session meetings, and Pulse Check meetings, based on the cadences agreed upon by Acquisition Planner as required.
  • Review attendee calendars for availability, deconflict and schedule Acquisition Launch Jam Sessions and send Outlook Invites and Deployment kit to PfM, AP, assigned Division Chief (DC), and assigned Contracting Officer and Contract Specialist.
  • Track pipeline milestones and, when a milestone is not met by the due date, follow-up with Acquisition Planner and Portfolio Manager within one (1) business day.
  • Bachelor's degree and one year of professional experience.
  • Problem solving, analytical/critical-thinking, multi-tasking, and decision-making skills.
  • Effective oral, written, and strategic communication skills.
  • Strong interpersonal skills with the ability to interact with all levels of organization, internal stakeholders, and external oversight bodies.
  • Advanced proficiency with Microsoft Office Suite.
  • Critical and creative thinking skills.
  • Effective time and project management skills.
  • Health Benefits; Medical, Dental, Vision
  • Retirement Plan Match
  • Competitive Annual Leave Package
  • Education Reimbursement
  • Basic and Voluntary Life Insurance
  • Disability Insurance
  • Cafeteria Plan
  • Employee Assistance Program (EAP)
  • Domestic and Global Health Insurance
  • Floating Holidays
  • Wellness Program
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