The Purchasing Department's Subcontracts Group manages the entire subcontract process from solicitation to closeout, providing full support to Project Managers.
Objectives of this Role:
Accurately and efficiently perform administrative tasks for subcontract closeout under general supervision while communicating effectively with Institute staff, management, and customers.
Provide support for the subcontract closeout process by leading and coordinating the closeout of subcontracts, maintaining physical and digital files, documenting closeout activities, and complying with policies and procedures, and federal regulations.
Ensure timely and accurate completion of subcontract closeout tasks, including proofreading records, forms, and documents, processing final invoices for payment, reconciling subcontract costs and indirect rates, and routing documents for review and signature.
Maintain a real-time, accurate, and complete tracking list of all subcontract closeouts, including their status, priority level, due dates, and pending actions.
Must be able to apply conceptual knowledge to solve problems and progress work timely.
Perform various clerical duties, such as making copies, scanning documents, compiling documents, data entry, running reports, and other tasks assigned.
Applicants must demonstrate strong attention to detail and accuracy while performing clerical duties.
Daily and Monthly Responsibilities:
Request and obtain accurate documents required for closeout, follow up with information requests from internal/external customers and resolve closeout matters.
Input current and accurate details into the subcontract management system and tracking system.
Prepare and route subcontractor closeout documents and final invoice for approval to close, coordinate with the appropriate internal customers, and process de-obligation into the accounting system.
Obtain payment history of invoices and validate billing and payments through various systems and data sources.
When applicable, coordinate final voucher audits with the Defense Contract Audit Agency (DCAA) and Defense Contract Management Agency (DCMA).
Prepare subcontract files for archive, properly secure and label boxes for warehouse and inventory, track and maintain a report of archived subcontracts location and destruction date per policies and procedures and Federal regulation.
Review and process subcontractor invoices consistent with policies and procedures, subcontract terms and conditions, and Federal Regulations.
Requirements:
Requires a high school diploma or equivalent.
5 years: Related clerical and AP experience is required. Applicant must possess strong organizational skills, work well with others, pay attention to detail, be able to follow instructions accurately, and work independently. Must be able to communicate professionally and effectively.
5 years: Proficient in computer operation and standard office equipment. Strong spelling, grammar, punctuation, editing, data entry, and proofreading skills. Must possess strong multitasking skills and be able to manage various priorities effectively.
5 years: Requires accounts payable experience. Must be able to thoroughly examine documents and data to understand the issues and requirements, draw conclusions, and independently resolve matters. Proficient in basic mathematical calculations and analysis, ensuring work accuracy.
5 years: Strong, demonstrated skills in Microsoft Office suite including Word, Excel, Outlook, and other applications, including Adobe Acrobat, and establishing/maintaining effective working relationships with co-workers, management, and Institute staff.
A valid/clear driver's license is required.
Special Requirements:
Job Locations: San Antonio, Texas
For benefits information at our San Antonio location, click here. For benefits information at all other locations, click here.
An Equal Employment Opportunity/Affirmative Action Employer Race/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disabled/Veteran Committed to Diversity in the Workplace
