Program Specialist/Administrative Assistant NF4

U.S. Marine Corps•Quantico, VA

6d•Onsite

About The Position

Marine Corps Community Services (MCCS) is seeking a Program Specialist/Administrative Assistant to join their team. MCCS supports and enhances the quality of life for Marines, their families, and the wider Marine Corps Community, offering a team-oriented environment with military personnel, civilian employees, contractors, and volunteers. This role serves as the Program Specialist for the Marine Corps Marathon Organization (MCMO), assisting in the overall management and administration of services, materials, and supplies. The incumbent will resolve administrative and clerical issues, act as the administrative contact for contract pre-award and post-award processes, and ensure timely submission of actions in accordance with regulatory criteria and policy. Duties include maintaining status logs, managing project files until contract completion, archiving project records, and providing administrative support to Contracting Officer Representatives (CORs) in areas such as contract administration, file management, training, scanning, copying, and maintaining filing systems. The position also involves maintaining a warranty database, preparing contract modification requests, tracking submittals, maintaining records of obligations and expenditures, and ensuring budget compliance. The role requires determining supplier availability, developing new sources, reviewing contract terms, issuing requests for information/quotations/proposals, and submitting these to the Contracting Office. Payment processing, including invoice submission and credit card reconciliation, is also a key responsibility. The Program Specialist will assist with budget preparation, create operational and organizational charts, spreadsheets, presentations, and reports, and prepare various documents from oral instructions or rough drafts using software like Excel, Access, PowerPoint, or Word. Travel may be required for MCMO races, meetings, and expos. Additionally, the role may involve physical tasks such as setting up race equipment and standing for extended periods. This is a white-collar position that may require occasional lifting up to 20 lbs.

Requirements

Three years experience demonstrating knowledge of the organizations, program objectives, technical requirements of assigned commodities or services, business practices and sources of supply.
Knowledge of a limited range of contract types, required clauses, and special provisions to carry out procurement actions.
Knowledge of the procurement process, the activity's procurement needs, market sources, and related business practices, operations, and structures to identify contractual opportunities for small and disadvantaged businesses.
Knowledge of procurement statutes, Executive Orders, policies and regulations.
Must have the ability to communicate both orally and in writing.
Must have excellent organizational skills.
Must possess and maintain a valid State Driver’s License.

Nice To Haves

May be required to travel to attend MCMO races, meetings, and expos to promote races and events.
May assist in preparations for MCMO races and events by setting up cones, tents, start and finish lines and other race requirements.
May observe race protocol and practices by attending other races within the running industry and learning how they prepare, plan and execute races.
May be required to stand for extended periods of times.

Responsibilities

Serves as the Program Specialist for the Marine Corps Marathon Organization (MCMO).
Assists in the overall management and administration for a variety of services, materials, and supplies.
Resolves various problems associated with the administrative and clerical work.
Serves as the administrative contact for pre-award and post award of MCMO contracts.
Assures actions are prepared and submitted in a timely manner in accordance with regulatory criteria and policy.
Performs a variety of duties to include maintaining status logs and file control over projects until completion of the contract.
Maintains log of project status at various stages of the contracting process until project completion and close out.
Maintains project archives for regulatory required periods of time.
Ensures Contracting Officer Representatives (COR)s are provided with a copy of all documents relating to each contract.
Provides administrative support to COR(s) in such areas as contract administration, file management, training, scanning, copying, and maintaining electronic and hard copy filing systems, and a variety of other administrative functions.
Maintains a Warranty database for all contract actions completed, if applicable.
Receives input from CORs for preparation of requests for contract modifications; prepares in final form and coordinates with budget as necessary for approval of additional funds.
Tracks and archives submittals through the approval process and notifies COR(s) of status.
Maintains a current record of obligations and expenditure on each contract.
Ensures expenditures do not exceed authorized funding.
Tracks closed contract actions for reporting need for de-obligation of funds.
Determines availability of potential suppliers and develops new sources of supply.
Reviews contract terms, technical specifications and identifies special requirements.
Issues requests for information, quotations and proposals.
Submits quotes and Statement of Work and purchase order content to the Contracting Office.
Submits payment requests/invoices after COR approval to the Contracting Officer for payment and ensures vendors are paid.
Makes credit card purchases and reconciles monthly to submit statements to the Contracting Office.
Makes purchases in person and online in accordance with DOD regulations at government approved businesses utilizing purchasing card.
Keeps expense tracker to ensure budget compliance and prepares expenditure reports to the Business Manager for the MCCS CFO.
Assists with budget preparation.
May prepare and maintain operational and organizational charts, spreadsheets, presentations, and reports for the MCMO.
Prepares a variety of other documents such as memorandums, letters, meeting agendas/meeting minutes, forms, briefing materials, flowcharts, and handouts from oral instructions or rough draft.
Utilizes software such as Excel, Access, Power Point, or Word to gather and present data.
May be required to travel to attend MCMO races, meetings, and expos to promote races and events.
May assist in preparations for MCMO races and events by setting up cones, tents, start and finish lines and other race requirements.
May observe race protocol and practices by attending other races within the running industry and learning how they prepare, plan and execute races.
May be required to stand for extended periods of times.
Performs other duties as assigned.