Administrative Support Specialist

This posting will close earlier than the scheduled closing date if we receive 100 applicants; however, it will remain open for a minimum of three (3) days.

Join a dynamic public agency proudly serving the over 700,000 residents of the District of Columbia. The DC Office of Contracting and Procurement (OCP) provides contracting services for client agencies and offices in the District. The mission of OCP is to partner with vendors and District agencies to purchase quality goods and services in a timely manner and at a reasonable cost, while ensuring that all purchasing actions are conducted fairly and impartially. OCP manages the acquisition of over $5.7 billion in goods, services, and construction annually on behalf of 78 District agencies. OCP is powered by a diverse team of innovative professionals committed to helping our client agencies reach their goals and accomplish their missions. In addition to contracting and procurement services, OCP’s Surplus Property Division collects, manages, and reuses District-owned and federal surplus property.

OCP’s most important resource is our people. We are committed to attracting the best and brightest talent and support them by creating an environment that allows them to do their best work.

OCP is currently seeking to hire a Administrative Support Specialist to support the logistical operations to ensure commodities and resources are readily available to support the District's day-to-day operations as well as responses to emergency and disaster events.

The Strategic Logistics Center provides a wide range of mission-critical services to OCP divisions and the agency’s customers. This division executes agency acquisitions, maintains facilities including risk management, and administers the OCP fleet management program. Further, this division manages the District’s property disposal program, and in collaboration with OCP’s Procurement Division, coordinates acquisition efforts during declared emergencies.

Duties and Responsibilities

This position is located in the Office of Contracting and Procurement (OCP) and reports to the Officer of Property Disposal or the designee. Under general supervision, the incumbent is responsible for providing substantive administrative and management support performing a wide range of duties associated with managing the day-to-day operation of the Property Disposal Division and include, but is not limited to: coordinating responses and preparing packages which may include a variety of detailed documents and analyses; providing guidance and procedural direction to property disposal staff as they collect and compile disposal and liquidation documentation; serving as the lead on handling Unit responses to all request made by Council and for packages requiring Council approval establishing and maintaining the calendar of the Officer of Property Disposal.

A critical responsibility assigned to this position will be to serve as the liaison handling the Unit's newest application with the DC Department of Motor Vehicle (DMV), the disposal of DMV vehicles. OCP Property Disposal Division is now responsible for the disposal of all DMV vehicles. The liaison function will be responsible for handling our most lucrative assets and the function includes: documenting, tracking and monitoring all actions for each vehicle handled to include; completion of paperwork to obtain a duplicate titles; physically verifying Vin/Serial numbers on vehicles that come back as no records or incorrect registration; researching "unclean" titles and completing required paperwork and documentation to remove liens; identifying any potential problems and negotiating with all parties to clear all outstanding issues; submitting lien release requests to financial corporations that are lien holders; placing and selling vehicles on auction site, once all paperwork is completed. Completing all post sale work such as assignment of title, issuance of title applications, creation of bills of sale, and creating new keys. Incumbent will create a tracking and monitoring system to ensure that all activities and related revenues are captured, monitored, reported and reviewed as required.

The Administrative Support Specialist assists the Officer with all aspects of a wide variety of daily tasks required to assist staff in fully performing their assignments. In addition, the incumbent is also the liaison for a new key line of business, the DMV vehicle disposal process, which includes all aspects of completing documentation prior to the sale of vehicles, preparing the vehicle for sale, posting and selling the vehicle on-line, and handling all post sale documentation. Major duties include but are not limited to:

Serving as the primary contact point (POC) interfacing with OCP with regards to procurements needs for property disposal programs and staff; working with staff to determine scope of work and timeframes for delivery of services or goods; submitting requisitions and assisting with the statement of work; working with assigned Contracting Specialist as required to clarify requests; working with selected vendor and staff during provision of services; ensuring that invoices are received and approved; working with finance to ensure payments are for approved and delivered; and working with staff to resolve all claims associated with agency procurement.

Providing monthly analyses of workload, inventory and sales activity and preparing comparison analyses of activities from month to month. Identifying any problem areas or key issues that have surfaced in the process; making recommendations to best way to handle problems identified; and to make overall recommendations as to how OCP/District can realize maximum revenues under the DMV vehicle disposal program;

Coordinating Property Disposal Division responses to various OCP initiatives, investigations, audits, and annual reporting; maintaining a disposal property database of various activities and revenue and cost avoidance efforts, and preparing standard and customized reports, as required by Officer of Disposal Property, CPO and or other OCP leadership;

Developing new techniques, methods and procedures for the operation, that may include technology solutions, or changes in day-to-day operations to gain efficiencies or productivity.

Supervisory Controls

Under the supervision of the Associate Business Officer or designee, the incumbent is expected to exercise a high degree of initiative and independent judgment in carrying out duties and responsibilities. Completed work is expected to be accurate and thorough, in compliance with instructions and proper procedures, and require only occasional review. Performance is evaluated based on timeliness, quality of work, effectiveness of results and proper application of established policies.

Qualifications and Education

Individual must possess a minimum of one (1) year of specialized experience equivalent to the grade level of 7. Specialized experience is experience which is directly related to the position and has equipped the individual with the knowledge, skills, and abilities to successfully perform the duties of the position to include; administrative support, procurement principles and practices, data gathering and analysis, reports, and communication information; or similar work.

A bachelor’s degree is preferred.

Licenses and Certifications:

None

Working Conditions/Environment

The work is sedentary, but there is some walking required. The work environment includes an office setting and the work area is adequately lighted, heated and ventilated. The incumbent may be required to walk, carry lightweight objects such as files, papers and parcels or objects up to 15 lbs.

Other Significant Facts

Tour of Duty: Monday – Friday: 8:30 am – 5:00 pm (negotiable)

Pay Plan, Series, Grade:

CS-0301-09

Promotion Potential:

No Known Promotion Potential.

Collective Bargaining Unit: (Non-Union):

This position is not in a collective bargaining unit.

Duration of Appointment:

Career Service (CS)

Vacancy:

One (1)

Servicing Agency:

Office of Contracting and Procurement (Strategic Logistics Center)

Starting salary:

$54,183.00 - $69,770.00

Position Security Designation: These positions have been deemed Security-Sensitive under the guidelines of the DC Personnel Manual. Incumbents of this position are subject to enhanced suitability screening pursuant to Chapter 4 of DC personnel regulations. Accordingly, applicants must successfully pass a criminal background and consumer credit check as a condition of employment and will be subject to periodic criminal background checks for the duration of their tenure.

EEO Statement: The District of Columbia is an Equal Opportunity Employer. All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.