Administrative Specialist II - ARO

NEMEAN SOLUTIONS LLC; Durham (NC); On-site; USD 55,000 - 70,000; Full time

Job summary

Nemean Solutions, LLC seeks an Administrative Specialist II to provide comprehensive admin support, including budget management in CIS, document assembly for proposals, and coordination with PMs and evaluators. The role requires attention to detail and strong communication in a fast-paced government contracting environment.

The position emphasizes processing funding plans, monitoring deadlines, and delivering timely administrative services to support award actions and audits.

Qualifications

• Requires at least a bachelor’s degree; five years of business/admin experience can substitute.
• Expertise with contemporary business tools (spreadsheets, databases, word processing, presentations, graphics) is essential.
• Strong written and oral communication skills are essential.

Responsibilities

• Maintains knowledge of administrative regulations, policies, and procedures.
• Coordinate with PMs and Branch Chiefs to monitor funding requirements.
• Assemble proposal action briefs, headers, and related documentation for awards.
• Enter funding plans and verify accuracy of data in CIS and related systems.
• Distribute proposals to evaluators and coordinate reviews.
• Prepare funding plans and related forms (DA Form 3953) for awarded proposals.
• Provide backup admin support and assist with audits and reports.

Skills

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Time management

Analytical skills

Problem solving

Prioritization

Education

Bachelor's degree

Tools

CIS

Job description

Description

Nemean Solutions, headquartered in Sierra Vista, AZ, is a certified SBA 8(a) Native Hawaiian Organization (NHO) and veteran-operated company providing advanced Military Intelligence, Enterprise and Cloud IT services, Cybersecurity, Special Operations Forces (SOF) Exercise and Training, and niche Program Support and Professional Services to Federal and State Agencies supporting the US Government Defense, Intelligence and Aerospace sectors.

Job Overview:

The Administrative Specialist II provides administrative support to include budget management in the ARO Corporate Information System (CIS), completing administrative tasks in preparation for meetings or workshops, assigning PM-approved evaluators, monitoring evaluation deadlines, proactively communicating with PMs and evaluators regarding evaluation deadlines or concerns.

Support Hours: Applicant shall be available during core work hours as established the Government customer.

Essential Duties & Responsibilities:

• Maintains a high aptitude/comprehension of ARO and Division administrative regulations, policies, and procedures involving processing PR Headers and proposal action briefs.
• Proactively works closely with other admin support, and coordinates with Division PMs and Branch Chiefs (BCs) to identify and monitor the funding requirements; compiles lists of anticipated funding requirements and concerns and communicates those requirements as needed, ensuring all are parties are aware of any upcoming funding requirements or potential problems, requests necessary funds.
• Assembles proposal action briefs, PR Headers, or other required proposal processing documentation for proposals selected for award; reviews and edits to ensure all required documentation is present prior to submission. Reviews funding documents and proactively communicating with staff any missing or contradictory information. Assembles documents and enters data to build, forward, and monitor PCF Cabinets for contracting actions.
• Enters BC and PM-approved funding plans into the CIS, government systems or related databases, ensuring funding source(s), dates, and funding amounts match PM recommendations, identifies any potential errors in funding plan and sends to PM for resolution as needed.
• Distributes incoming proposals to assigned evaluators in a timely manner, coordinates proposal reviews and coordinates procurement data package development.
• Monitors CIS request for reporting requirements. Takes care of routine matters and identifying potential errors or concerns and communicating to the appropriate PM. Composes routine correspondence as requested.
• Works closely with other admin support to compile data and submit annual audit control reports for BC’s and Division Chief’s (DC) review and approval.
• Provides backup admin support for other Division support staff during short-term leave or other absences.
• Maintains a high aptitude/comprehension of directorate and administrative regulations, policies, and procedures involving finance, procurement, and proposal processing by attending administrative meetings along and other relevant ARO meetings when appropriate.
• Sends out acknowledgements, acceptances, and declined letters as required.
• Prepares funding plan in the CIS, generates the proposal action brief, task orders, and DA Form 3953 for the proposal selected for an award.
• Conducts follow-up reminders on delinquent reviews and reports.
• Coordinates program support requests with both internal and external stakeholders to enable effective program execution.
• Provides the following Proposal Processing support: Enters data into the CIS following procedures for the type of document, provides a 30-minute (on average) turnaround for processing of each new routine CORE proposal, verifies all necessary components of a new proposal are present before processing and respond appropriately when components are found missing, processes new proposals for special projects, and research necessary information to appropriately apply correct descriptors in the CIS and enter all required data fields.
• Performs other related duties as assigned.

Competencies:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks.
• Ability to function well in a high-paced and at times stressful environment.

Requirements

Minimum Requirements/Education:

• Possess (at a minimum) a bachelor’s degree. Relevant Business and Administration experience of five (5) years can be substituted for degree.
• Expertise in contemporary business computer tools (spreadsheets, databases, word processing, presentations, and graphics) is essential.
• Strong written and oral communication skills are essential.

Security Requirement:

• Must be eligible to access classified materials up to the level of CONFIDENTIAL established through completion of a TIER 3 personnel security investigation with results favorably adjudicated by the DoD Consolidated Adjudications Facility.

Nemean Solutions is proud to be a Veteran friendly employer and provides Equal Employment Opportunity (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, genetic information, marital status, ancestry, protected veteran status, or any other characteristic protected by applicable federal, state, and local laws. Equal Opportunity for VEVRAA Protected Veterans. Nemean Solutions, LLC will not discriminate against employees and job applicants who inquire about, discuss or disclose compensation information.

We are a Virginia Values Veterans (V3) Certified Employer and strongly encourage applications from veterans, transitioning service members, and military spouses.