Administrative Assistant

Administrative Assistant - DMLSS (Acquisition Management)

SUMMARY: Duties comprise providing advice, assistance, and occasional oversight on department supply, DMLSS system, and budgeting matters. The incumbent serves as an Administrative Assistant - DMLSS (ACQ MGT) in the Department of Logistics at Walter Reed with responsibility for the daily administration of the Defense Medical Logistics Standard Support (DMLSS) system and work involving manual or automated supply and logistics systems and processes.

QUALIFICATIONS:

• Knowledge of regulations and fiscal practices regulating the Defense Business Operating

Fund (DBOF). Federal Appropriation Regulations and Financial Management Systems (FMS) including an in-depth knowledge of procedures and practices in order to administer financial oversight of duplicate cargo shipments and make recommendations to operating officials.

• Knowledge of standard financial management and analytical methods, techniques, and practices in order to assess and advise on the financial status of assigned cases.

• Knowledge and application of accounting and budgeting principles and procedures as well as automated data processing (ADP) techniques and procedures both directly and indirectly related to the financial management (FM) system as it relates to accounting and budget processing.
• Knowledge of multiple administrative support regulations, practices, and procedures including procurement, sales, purchases, etc., in order to assess budget data and advise management.
• Ability to analyze difficult accounting and budget functions in order to ensure compliance and increase productivity.
• Extensive knowledge of supply management principals, theories, and concepts to perform a variety of routine studies and investigations regarding logistical support issues (i.e., acquisition, distributions, etc.) and to conduct comparative studies aimed at determining the effectiveness of a wide range of management processes, management information systems, and the applicability of higher directives to the MTF.
• Knowledge of purchase and procurement regulations and procedures. Extensive skill in applying fact-finding, analytical, and problem-solving methods and techniques to evaluate information concerning the management process, draw conclusions, and recommend appropriate actions to management on logistics supply systems and programs (e.g., advising on the merits of a proposed logistical system design change).
• Skill in written and oral communications sufficient to prepare and present findings and recommend solutions, including the preparation and presentation of graphs, charts, process flow diagrams, and final reports.
• In-depth knowledge of numerous management information systems, applications, principals, and practices, e.g., databases, graphics, spreadsheets, and word processors, and their subsequent updates and/or replacements.
• Ability to apply knowledge and skills to existing or future manual or automated supply/logistics systems. Extensive knowledge of computer systems hardware and software functionality for past, present, and future systems.
• Knowledge of Bureau of Medicine (BUMED) and Surgery, command, and installation procedures and standards as they relate to limitations in design coordination requirements and documentation.
• Knowledge of the logistical systems work processes, work rules, design, and procedures in order to recommend changes to improve, streamline, or simplify processes and systems.
• Knowledge of prevailing practices in public and private sector supply/logistics automation and support systems to assist with: alternative approaches to systems development, e.g. bar-coding systems, optical filing systems, radio frequency technology, value-added networks, and/or problem-solving.
• Skill in applying qualitative, quantitative, and evaluative methods and techniques for the assessment and improvement of the MTF logistics system programs and financial business processes. Ability to evaluate and analyze logistical issues to determine the effects and benefits of changes to program requirements.
• Knowledge of the use of the Defense Medical Logistics Standard Support (DMLSS) system. Specifically Customer Area Inventory Management and Inventory Management modules.

EXPERIENCE:

A minimum of 6 months of experience is required in the supply or warehouse setting.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS:

Work is a combination of sedentary duties as well as light to moderate physical effort. Requirements include walking, standing, reaching, bending, and moving items. May require lifting and carrying weights over 45 pounds. Works periodically on hard surfaces. Work is performed indoors in an environment involving everyday risks or discomforts which require normal safety precautions. The area is adequately lighted, heated, and ventilated.

UNIQUE MILITARY HEALTH CARE SYSTEMS/PROCEDURES:

The contractor shall use the Defense Medical Logistics Standard Support System (DMLSS) for basic routine ordering and issue procedures.

PERFORMANCE OUTCOMES:

• Provides advice, assistance, analysis, and information to assigned area/s. Independently performs a wide range of analytical duties, serving as the focal point for the processing of customer requirements, and examining a variety of documents, records, and various reports to ensure compliance with policies, operating procedures, and revised regulations.
• Reviews execution reports for accuracy and propriety, submitting a review to the supervisor for further action. Analyzes and reconciles general and subsidiary cost account ledgers.
• Reviews and analyzes data related to annual budget submissions and reimbursable funding actions, assuring obligations and expenditures occur in a timely manner and in accordance with the command's programmed budget.
• Participates in decision-making sessions and advises on regulatory requirements, financial policies, and data interpretation.
• Originates documentation and correspondence in accordance with Department of Defense (DoD), military service, Command, and other standards. Documents may include the cost

analysis, feasibility studies, process flow charts, functional descriptions, intradepartmental memorandums, and various official communications.

• Performs in-depth analysis of manual processes to determine what is required to resolve problems and/or to recommend changes or enhancements. This entails assisting with the development, management, and administration of policies, procedures, and techniques governing various existing automated supply/logistics support systems and any subsequent upgrades, replacements, or additional supply/logistics support systems.
• Performs systems and process analysis and designs methods, techniques, forms, and/or reports for the development, improvement, and maintenance of the overall

Supply/logistics processes and systems as related to the mission. Represents the Logistics Department by assisting with and making recommendations to streamline supply/logistics procedures and techniques and providing technical guidance.

• Government Purchase Card Program. - Provides advice, guidance, and instructions to users. Ensures Defense Medical Logistics Standard Support (DMLSS) and US Bank data is reconciled each month. Ensures other data required by the systems is correctly recorded; explores new approaches in making the systems responsive to new interfaces with current financial accounting automated systems.

• Analyzes regulations and policies to promote efficient and effective use of command resources, determines the need for and recommends System Change Requests to the DMLSS SA when necessary. Advises management of system problems and recommends solutions. Determines the need for training of employees in the use of DMLSS as it relates to the Purchase Card and ensures that it is scheduled and provided.
• Schedules and provides on-the-job training classes for Cardholders and Billing Officials coordinators on all phases of Purchase Card financial reconciliation to ensure that cardholder transactions are correctly posted. Establishes and maintains user access documents for new and existing users.
• Plans and coordinates with all customers those changes related to the cardholder and BO accounts and other data. Develops and issues local instructions as necessary regarding the Purchase Card and reconciling accounts each month. (Approx. 15%).
• Quality Control: Ensures quality performance of all services provided. Strives to ensure that services provided comply with the quality standards associated with the specific services performed. These standards are identified in statements of work, job orders, standard operating procedures, and various instructions, notices, and manuals relative to the functions performed by the employees.
• Make recommendations to management and supervisors on inventory control systems to improve the quality of services provided through the MTF supply program.

DMHRSi Completion:

• Contractors must log into the DMHRSi site on the final work day of each reporting period (every 2 weeks).
• Properly enter hours worked on each day during the reporting period.

Save and submit hours before leaving on the last workday of the reporting period.

About AAI

AAI is focused on delivering outstanding services to the federal government. We have extensive experience in the fields of cyber security, development, IT infrastructure, supply chain management, and other professional services such as system design and continuous improvement. AAI is a VA CVE-certified Service-Disabled Veteran-Owned Small Business (SDVOSB), SBA-certified Economically Disadvantaged Woman Owned Small Business (EDWOSB), and a Woman Owned Small Business (WOSB) with offices in Hampton Roads Virginia, Montgomery, AL, Washington DC, and Atlanta.

Fully qualified candidates are welcome to apply directly on our website at: https://aaionline.us/.

Our benefits include:

• Paid Federal Holidays
• Robust Healthcare and Dental Insurance Options
• 401a plan
• 401k plan
• Paid vacation and sick leave
• Continuing education assistance
• Short Term / Long Term Disability Life Insurance.

Veterans are encouraged to apply

AAI does not discriminate in employment opportunities, terms and conditions of employment, or practices on the basis of race, age, gender, religious or political beliefs, national origin or heritage, disability, sexual orientation, or any characteristic protected by law. Pending guidance from the Safer Federal Workforce, employees may in the future be required to provide evidence of COVID-19 vaccination or request and receive approval for a medical or religious exemption.