This Information Specialist role focuses on managing and monitoring data within various information systems, primarily Navy ERP, for a financial management team. The position involves preparing entries, tracking data, and distributing financial reports, ensuring accurate and timely processing of obligations and maintaining comprehensive record-keeping systems.
Responsibilities
Prepare entries and input, track and monitor data for inclusion in various information systems (Navy ERP, CAMIS (Contracting Administration Information System), and COBRA (Computer Optimized Batch Reconciliation Application))
Execute database inputs for both commercial and agency-specific systems (Navy ERP, Code 08 Execution Website and Microsoft Excel) as required
Prepare and distribute routine financial reports
Post obligations into official DON and ONR systems (Navy ERP, Code 08 Execution Website and Microsoft Excel) within two days of receipt, ensuring that all obligations received during the month are posted before the execution systems (Navy ERP) close
Process standard queries in the execution systems (Navy ERP)
Monitor the ONR 08 Financial Management E-mail Box on a daily basis
File funding document acceptances and contractual documents into the applicable ONR 08 share drive folders on a daily basis
Maintain hard copy and electronic filing and record keeping systems to facilitate retrieval and historical record maintenance as required by Code 08 or other pertinent entities
Retrieve archived documents within sixty minutes of request for retrieval
Monitor outstanding commitments and funding document acceptances by contacting points of contact (POCs), preparing and tracking progress of a weekly status report to be distributed via email to program managers and Business Financial Managers (BFMs)
Perform system queries to confirm funds on each funding document acceptance are obligated in applicable execution system
Use a variety of software programs (Microsoft Suite and Microsoft Excel) including word processing, database, graphics, website, spreadsheet, and project management applications, as well as other custom applications to perform agency-specific administrative tasks
Prepare a weekly execution report by Program Element (PE)/ Project using ONR 08’s execution website
Manage the allocation request intake process, maintain logs containing same day receipt of requests, monitor to ensure allocation actions are completed within three days, and prepare weekly status and metrics reports
Maintain logs in iConnect and Audit Response Tool (ART) and other various databases, prepare and print reports
Archive electronic and paper documents within two days of receipt
Retrieve archived document within sixty minutes of request for retrieval
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Prepare and track funding documents, correspondence, reports, and tabular data from drafts provided by Code 08 personnel and edit for spelling, punctuation and grammar
Ensure formats conform to Department of the Navy and ONR procedures
Understand and adhere to accepted correspondence protocols
Draft routine funding documents or one-to-two-page letters in standard formats within sixty minutes
Greet visitors, communicate messages, and answer telephones (when applicable)
Route calls appropriately
Take and forward accurate and complete messages
Distribute incoming mail, faxes and emails
Mail, fax or email outgoing correspondence and funding documents
Coordinate and monitor meetings, appointments, schedules and facilities as requested by Code 08 personnel
Provide direct support for presentations, conferences, events and other meetings as requested by Code 08 personnel
Duplicate, collate and assemble material in proper order
Provide and maintain duplicates as required
Handle and track in-coming and out-going checks, ensuring management control policies and procedures are followed
Maintain and administer office operating supplies (when applicable)
Provide support to ONR program officers, ONR administrative contracting officers, and ONR administrative grants officers to research and resolve payment and accounting problems on contracts and grants administered by ONR
Perform other duties as assigned within scope of this contract, which may include but not limited to: filing, faxing, copying, and reviewing incoming funds, setting up video teleconferencing for Code 08 personnel and posting of financial management obligations
Possess knowledge of Purchase Requests (PR) and how to handle them
Requirements
High School diploma
Two years of experience in Navy Financial Management
Important Details
Security clearance: Secret (Required)
About the Company
This position supports the Office of Naval Research (ONR) Code 08 Financial Management.