Contract Closeout Assistant

Contract Closeout Assistant

Requirements

• Three (3) years of Federal Government contract closeout experience
• BA/BS degree, or six (6) years of Federal Government contract closeout experience.
• Ability to quickly obtain a Tier 1 background check (formerly NACI).
• Knowledge of Federal Government contract closeout processes and regulations.
• Strong organizational and communication skills.
• Ability to work independently and as part of a team.
• Expertise in MS Office applications such as Word, Excel, and SharePoint.

Responsibilities

• Assist the Contracting Officer (CO) with administrative tasks related to acquisition operations.
• Support contract closeout processes, including de-obligation of Unobligated Obligations (ULO) and Undelivered Orders (UDOs), and other post-award administrative services.
• Manage auto-closeout actions, digitize contracts, and organize acquisition-related documentation for correspondence.
• Proofread and organize contract records and documents.
• Familiarize yourself with the Department of Defense (DoD) Contract Closeout Guidebook.
• Use Electronic Data Access (EDA), Wide Area Workflow (WAWF), and My Invoice applications within the Procurement Integrated Enterprise Environment (PIEE).
• Coordinate with the Defense Finance and Accounting Service (DFAS) to verify payment histories and invoice statuses.
• Collaborate with the Defense Contract Audit Agency (DCAA) and Defense Contract Management Agency (DCMA) to confirm audit status and final project acceptance.
• Request and obtain missing documentation for contract closeouts and follow up with internal and external customers on status updates.
• Prepare closeout documents for CO approval, including draft DD Form 1594s, release of claims, and other necessary paperwork.
• Input contract obligations into the system and assist with contract closeout documentation.
• Work with the CO, Contracting Officer Representative (COR), Financial Management (FM), and vendors to gather required information and signatures.
• Track and maintain an inventory of open, pending, and closed-out files.
• Update SharePoint with accurate contract status, file location, and inventory details.
• File and store contract records in accordance with local procedures and retention policies.
• Assist with audit findings from DCAA, preparing draft responses and correspondence for CO approval.
• Maintain and update a tracking list of contract closeouts, ensuring the current status of all files is accurately recorded.
• Prepare files for staging and destruction per DoD retention guidelines and FAR regulations.
• Notify the government when files are ready for transport or destruction.

Preferred Qualifications

• Completed/adjudicated Tier 1 background check (formerly NACI).