Contracting Officer's Assistant

Company Name:
This COA position is located in the Materials Acquisition Group (NSSM) within BPA's Supply Chain Organization in Vancouver, Washington. This position will provide direct support in the areas of inventory program analysis, procurement support and administrative/office management support. Time for this position will be split between these diverse responsibilities.
Occasionally, this position will provide back up assistance to the Director of the Contract & Strategic Sourcing (NSS) group upon request.
This position is NOT open to foreign national candidates.
Position Responsibilities include but not limited to:
COA Responsibilities - 45%
Conducts market research in support of procurement planning with an emphasis on major commodity and high voltage equipment in domestic and global markets.
Assists in preparation of procurement documents including solicitation, award and modifications documentation.
Performs "best buy" analysis and makes recommendations based upon that analysis.
Drafts correspondence to contractors and internal clients.
Performs general research (legal, regulatory, company financials).
Reviews or edits draft contracts and financial assistance instruments.
Assists contract specialists in the conduct of meetings with contractors and clients.
Develops, manages and improves document flow tools for the manager and acquisition team.
Locates and reviews BPA technical drawings for procuring BPA-designed items.
Administrative Support Responsibilities - 30%
Primary administrative assistant for NSSM and occasionally for NSS Director; independently coordinates all calendaring activities, scheduling appointments, meetings, conference rooms etc., using Outlook.
Provides a wide variety of secretarial, clerical, and administrative support to the workgroup. This includes creating, editing, and finalizing documents, correspondence, research, and presentations using Word, Excel, PowerPoint and Visio, as well as ordering supplies.
Arranges travel, foreign and domestic, including airline arrangements, hotel accommodations, rental car, and shuttle reservations as required. Prepares and processes travel authorizations and vouchers for managers, employees using BPA authorized travel agent. Ensures travel is processed and completed in timely manner, and in accordance to federal and agency travel procedures and policies.
Coordinates and assists managers with development of annual managers and employees performance appraisal plans by assisting in implementing, completing, and overseeing documentation management. Schedules and tracks to completion, all managers' and employees' progress reviews, while performing associated follow-up to obtaining requisite signatures and approvals. Applies strong familiarity with manager's performance contract to prioritize and track meetings, work, and delegated projects or tasks to maintain accountability, ensuring established targets are met. Ensures on-time documentation submission to Human Capital Management (HCM) and verifies all processes are tracked to completion within established timelines.
Manages on-boarding process for new staff.
Manages the leave calendar and reconciles time cards, assists in troubleshooting timecard completion such as work orders or time code issues.
Processes invoices for submittal to Accounts Payable
Develops and maintains NSSM SharePoint site to increase the efficiency and effectiveness of operations.
Additional Inventory Analysis Responsibilities -- 25%
For assigned projects, extracts monthly Hyperion reports and performs analysis of material charges against project work orders, verifying accuracy and resolves discrepancies.
Extracts and modifies Work Order Material Status Reports from Hyperion, creating inventory spreadsheets for use during contract physical inventory.
Ensures timely monitoring by communicating with internal clients, validating materials requests accuracy, projected forecasts and monitors domestic/foreign suppliers shipping schedules.
Performs inventory data analysis of Ross inventory
Performs monthly material forecasts review

Position Requirements:
Bachelor's degree with a major in any field, however, Bachelor's degree in Supply and Logistics Management is highly preferred;
In lieu of a bachelor's degree, candidate must have completed at least 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management (resume content must validate minimum 24 semester hours in the fields listed to qualify for this position).
Bachelor's degree can substitute for some related experience (see related experience below)
Related Experience - a minimum combination of directly-related experience, on-the-job training, and/or vocational training is desired. Experience should be consistent with the specific requirements of Services or Material procurement, with an emphasis in federal procurement (the Federal Acquisition Regulations FAR ) and/or other public sector procurement preferred
Bachelor's degree can be substituted for a portion of the experience requirements.
Minimum Experience Requirements - Level 2 position:
3-5 years directly-related (Services and/or Material procurement) experience is required (with 24 semester hours of study as detailed above); or
2-4 years directly-related (Services and/or Material procurement) experience is required (with Bachelor's degree).
Experience using Excel pivot tables is required.
Experience with Hyperion reporting tool is desirable
General Requirements:
Must be proficient in commonly used Microsoft Office software (i.e., Word, Outlook, Excel, PowerPoint, etc.) (MS Office 2010 proficiency required).and be able to operate a variety of office machines including skill/ability to set-up laptop computers and InFocus machine for presentations.
Experience in Service or Material procurement is desirable.
Familiarity with procurement and/or materials ordering systems is desirable
Experience with enterprise business systems is desirable (Asset Suite)
Experience with ProjectWise is preferred.
Ability to multi-task and prioritize workload.
Additional Requirements:
This position is not eligible for situational offsite work.
Will be expected to complete training on Concur, Asset Suite, ERMS, and HRMIS (BPA internal systems), and be proficient in these systems as a core component of this position.
Performance Expectations:
Become familiar with the Bonneville Purchasing Instructions (BPI) and Bonneville Financial Assistance Instructions (BFAI).
Exhibit excellent communication, organizational and customer service skills, be a self-starter and able to work well with a wide range of people. Demonstrate positive, can-do attitude and portray confidence to other employees and customers.
BPA Provided Training
GovTrip/Concur - BPA Travel Scheduling
HRMIS - BPA Time and Attendance
Asset Suite - BPA Business Management system

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