Administrative Assistant

Leading Solutions LLC; Great Lakes (IL); On-site; USD 44,000 - 59,000; Full time

Job summary

Leading Solutions LLC, based at NSTC, is seeking an Administrative Assistant to oversee a team providing federal acquisition and tuition procurement support to NSTC and NROTC units at the Great Lakes Naval Base, IL.

The role focuses on day-to-day supervision, workload coordination, quality assurance, training, scheduling, and liaison with Government representatives to ensure tuition procurement complies with FAR-based processes and Navy policies.

Qualifications

• Associate degree or higher in Business Management, Finance, Accounting, Law, Logistics, or a closely related field.
• At least 2 years of experience working in a business, management, finance, accounting, legal, logistics, procurement, or similar professional environment.
• Experience supervising, coordinating, or leading personnel and/or workflow.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Teams.
• Experience with Adobe Acrobat, SharePoint, and electronic data systems.
• Ability to protect sensitive information and learn procurement policies.

Responsibilities

• Supervise and coordinate daily activities of the contractor workforce supporting NSTC tuition procurement.
• Review tuition order packages for completeness, accuracy, and documentation.
• Assign and redistribute workload to meet deadlines.
• Serve as the primary contractor liaison with Government supervisors and COR.
• Attend weekly and periodic meetings with NSTC and budget personnel.
• Communicate workload concerns and contract-related matters to Government teams.
• Monitor workload levels and ensure adequate staffing during peak periods.
• Provide training and development for contractor personnel.
• Lead quality assurance reviews of contract files and reimbursement packages.
• Support processing of educational service contracts and government task orders.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Supervisory experience

Education

Associate degree or higher in Business Management, Finance, Accounting, Law, Logistics, or related field

Tools

Microsoft Office

Adobe Acrobat

SharePoint

Electronic data systems

Job description

Administrative Assistant – Naval Service Training Command (NSTC)

Location: Great Lakes Naval Base, IL
Employment Type: Full-Time
Compensation: $37.66/hr

Position Overview

Leading Solutions is seeking an Administrative Assistant to oversee a team providing federal acquisition and tuition procurement support to the Naval Service Training Command (NSTC) and Navy Reserve Officer Training Corps (NROTC) units.

The Administrative Assistant will serve as the primary point of contact for the contractor workforce and will be responsible for day-to-day supervision, workload coordination, quality assurance, training, scheduling, and communication with Government representatives. This position will help ensure tuition procurement requirements are processed accurately, efficiently, and in accordance with applicable Federal Acquisition Regulation (FAR)-based processes, Educational Service Agreements, Navy policies, and established procedures.

This is a hands-on supervisory position that requires strong organizational skills, attention to detail, professional communication, and the ability to manage competing priorities in a high-tempo environment.

Key Responsibilities

• Supervise and coordinate the daily activities of the contractor workforce supporting NSTC tuition procurement operations.
• Review incoming tuition order packages for completeness, accuracy, and required supporting documentation.
• Assign and redistribute workload to ensure requirements are completed within established timelines.
• Serve as the primary contractor liaison with the Government Contract Supervisor and Contracting Officer's Representative (COR).
• Attend weekly meetings with the COR and periodic meetings with NSTC Budget and Accounting personnel.
• Communicate workload concerns, scheduling issues, and contract-related matters to appropriate Government representatives.
• Monitor workload levels and ensure adequate staffing during fall and spring semester tuition ordering periods and other high-volume periods.
• Ensure contractor personnel receive appropriate training and develop proficiency in all assigned functions.
• Conduct periodic workforce proficiency reviews and identify additional training needs.
• Provide feedback and recommendations regarding process improvements, operating procedures, training materials, guides, and instructions.
• Lead monthly quality assurance meetings to review contract files, reimbursement packages, purchase records, and related documentation for completeness, accuracy, and audit readiness.
• Monitor the quality and timeliness of procurement support activities.
• Assist with reviewing tuition procurement packages, funding requests, supporting documentation, and other acquisition-related materials.
• Support the processing and administration of educational service contracts and Government task orders from initiation through completion, up to the point of Government review and approval/award.
• Research information and provide appropriate supporting information to assist Government personnel with contract cost allowability determinations.
• Participate in meetings focused on program requirements, process improvement, and operational efficiency.
• Maintain professional relationships with NSTC, NROTC units, educational institutions, and other stakeholders.
• Protect Controlled Unclassified Information (CUI), Privacy Sensitive Information, and other sensitive non-classified information.
• Ensure contractor personnel do not perform inherently Governmental functions and appropriately refer such functions to the Government Contract Supervisor or designated Government representative.
• Perform other duties and administrative support functions related to the contract as assigned.

Required Qualifications

• Associate degree or higher in Business Management, Finance, Accounting, Law, Logistics, or a closely related field from an accredited institution.
• At least 2 years of experience working in a business, management, finance, accounting, legal, logistics, procurement, or similar professional environment.
• Experience supervising, coordinating, or leading personnel and/or workflow.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to quality control.
• Ability to manage multiple priorities and meet strict deadlines.
• Ability to communicate professionally with personnel at varying levels of responsibility and experience.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Teams.
• Experience with Adobe Acrobat, SharePoint, and electronic data systems.
• Ability to maintain electronic records and files accurately.
• Ability to protect sensitive information, including CUI and Privacy Sensitive Information.
• Ability to learn and apply established procurement policies, procedures, and business rules.
• Ability to develop a working knowledge of military terminology and applicable Navy rules and regulations.
• Fluent written and spoken English.
• Must be a U.S. Citizen.

Preferred Qualifications

• At least 2 years of experience in Finance, Accounting or Bookkeeping.
• Experience supporting federal government contracts or procurement activities.
• Familiarity with the Federal Acquisition Regulation (FAR).
• Experience with purchase requests, task orders, contract documentation, or acquisition support.
• Experience working with military or Department of Defense organizations.
• Experience supporting education, tuition, or scholarship programs.
• Prior supervisory or team lead experience in a high-volume administrative or operational environment.

Other Qualifications

• Frequent use of hands and arms; prolonged sitting may be required.
• Specific vision abilities: close vision, color vision, and focus adjustment.
• Ability to interpret instructions involving multiple abstract and concrete variables.

Leading Solutions is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer. We are committed to ensuring a workplace free of discrimination based on race, color, religion, age, disability, genetic information, sex, sexual orientation, gender identity, or national origin, military or veteran status, and any other basis protected by applicable law.

Leading Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and Woman-Owned Small Business (WOSB) headquartered in Kissimmee, Florida. The Company provides professional, technical, administrative, and healthcare services to Government and commercial clients. Leading Solutions customer- centric foundation ensures that our leadership and employees meet customer challenges and build trusting partnerships that lay the groundwork for success.