Acquisition Secretary

Summary

Come join a company that strives for Extraordinary People and Exceptional Performance! Chenega Government Mission Solutions, LLC, a Chenega Professional Services’ company, is looking for an Acquisition Specialist in support of Indian Health Services in Claremore, OK. The Acquisition Specialist will provide administrative support to contracting officers, contracts specialists, closeouts specialists, and contracting officer’s representatives. Administrative support includes patient management, personnel management, fiscal management, official communications, travel, and program documentation; and in training and health promotion/disease prevention activities.

Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee’s knowledge, critical thinking, innovative solutions for our clients.

Responsibilities

• The incumbent participates actively in the management of the Acquisitions Program through performance of routine administrative, clerical and secretarial duties. Incumbent is kept fully informed of plans and operations of the program and is delegated responsibility for performing duties on own initiative in described areas of responsibility, thus relieving the contracting officers of numerous routine details.
• Receives telephone communications and utilizes knowledge of organization, programs, operation and procedures to make proper disposition of inquiries. Observes the rules of confidentiality in the retention and dissemination of privileged information.
• UFMS - Receives requests for stock issue items, direct issue and equipment from other acquisition staff and prepares requisitions for purchase. Communications with vendors for correct price quotes and ordering information, with acquisition and finance staff to supply requested codes and accounting data. Receives and files copies of all IHS service unit purchase orders indicating the spending status of the clinic.
• Receives and distributes bulk mail.
• Operates a computerized word processor to maintain documents required in the ongoing operation of the d program including documents related to quality assurance, contract requests, Joint Commission operations and privileges, safety, infection control, reports, and technical papers. Prior to typing, edit material for spelling, grammatical construction, paragraphing, punctuation, and clarity. Types material in final form and appropriate format unless a draft is requested. Terminology includes a wide variety of medical and technical terms that are peculiar to the department, which may necessitate reference to technical dictionaries, textbooks, and research reports.
• Receives requests from supervisor to obtain material for use in preparing studies, writing correspondence, reviewing actions, programming and planning, preparing for conferences, and other purposes.
• Keeps supervisor informed either after or prior to taking necessary actions concerning special reports on facilities, supplies, personnel, and other administrative matters.
• Composes correspondence of a routine and non-technical nature based upon oral instructions, brief notes, or information, which is available in the files, and records. Maintains office files according to a functional file system. Searches and retrieves material when requested.
• Prepares all documents required by the staff for training and travel including travel authorizations in Concur E-travel, training authorizations (SF-350), and travel vouchers (also prepared in Concur E-Travel). This includes calculating mileage, room, and per diem allowances. Maintains travel and training files for employees. Makes travel reservations i.e. lodging and transportation, for the staff to attend trainings and meetings.
• Develops an annual list of service unit staff training priorities for distribution to the Area Office and service unit staff. Makes administrative arrangements for training.
• Records and types minutes of the staff meetings. Also types correspondence and reports involving medical, technical, and specialized terminology. Notes are often typed in final form without rough draft, reviewed for proper arrangement and grammar, and compiled in final form. Types all intermediate drafts when requested.
• IMS - Has access and prepares requisitions for office supplies stocked in house.
  
  
  

Qualifications

• High School Diploma, associate's degree preferred
• 3-5 years of relevant experience
  

Knowledge, Skills And Abilities

• Must be punctual and reliable.
• Must display a professional demeanor that is acceptable to patients, visitors, and professional staff.
• Excellent written and oral communication skills