Pre-Award: PdM RGCS Administrative Assistant

Socket.dev; Fort Leonard Wood (MO); On-site; USD 42,000 - 65,000; Full time

Job summary

Barbaricum seeks an Administrative Assistant for the PdM RGCS CLS effort at Fort Leonard Wood, MO. The role supports the PM and COR, tracks expenses, coordinates travel, maintains training records, and ensures accurate reporting and invoicing.

The candidate will manage expense tracking, travel documentation, and deployment readiness while ensuring compliance with regulations and formal reporting processes for CONUS/OCONUS assignments.

Qualifications

• Secret clearance required and maintained.
• Minimum of five years in administrative support.
• Experience in government contracting preferred.
• Proficiency with SPOT, APACS, JTR and FCG.

Responsibilities

• Expense management: track costs by CLIN and support Monthly CFSR.
• Monitor expenses to stay within budget constraints.
• Travel coordination: process requests and compile actual costs per JTR.
• Outline country-clearance requirements via SPOT and APACS.
• Assist with passports, visas, LOA, APACS clearance, and CAC apps.
• Coordinate medical prescreening and pre-deployment processing.

Skills

Administrative support

Travel coordination

Documentation & reporting

Organization & attention to detail

Independent work

Tools

SPOT

APACS

JTR

FCG

Job description

Barbaricum is a rapidly growing government contractor providing leading-edge support to federal customers, with a particular focus on Defense and National Security mission sets. We leverage more than 17 years of support to stakeholders across the federal government, with established and growing capabilities across Intelligence, Analytics, Engineering, Mission Support, and Communications disciplines. Founded in 2008, our mission is to transform the way our customers approach constantly changing and complex problem sets by bringing to bear the latest in technology and the highest caliber of talent.

Headquartered in Washington, DC's historic Dupont Circle neighborhood, Barbaricum also has a corporate presence in Tampa, FL, Bedford, IN, and Dayton, OH, with team members across the United States and around the world. As a leader in our space, we partner with firms in the private sector, academic institutions, and industry associations with a goal of continually building our expertise and capabilities for the benefit of our employees and the customers we support. Through all of this, we have built a vibrant corporate culture diverse in expertise and perspectives with a focus on collaboration and innovation. Our teams are at the frontier of the Nation's most complex and rewarding challenges. Join our team.

Barbaricum is seeking a Administrative Assistant for the anticipated Product Manager Robotic and Autonomous Systems (PdM RGCS) Contractor Logistics Support (CLS) effort at Fort Leonard Wood, MO. The Administrative Assistant manages the administrative backbone of the PdM RGCS CLS effort at Fort Leonard Wood — tracking expenses, coordinating travel and deployment documentation, maintaining event and training records, and supporting accurate reporting and invoicing. The role provides essential support to the Program Manager (PM) and Contracting Officer's Representative (COR), keeping financial oversight current and personnel ready to travel to CONUS and OCONUS locations on short notice.

Key Responsibilities

• Expense Management: Compile and track all cost expenses by Contract Line Item Number (CLIN) to give the PM and COR accurate oversight of expenditures and remaining funds, and support preparation of the Monthly CFSR.
• Ensure expenses are monitored and managed to stay within budget constraints.
• Travel Coordination: Process all travel requests and compile actual costs upon completion, ensuring personnel adhere to Joint Travel Regulations (JTR).
• Research and outline country-clearance requirements via SPOT and APACS.
• Assist personnel in obtaining passports, visas, Letters of Authorization (LOA), APACS clearance, and CAC applications.
• Coordinate medical prescreening and pre-deployment processing so personnel are cleared to deploy.
• Event and Training Management: Maintain a running tracker for all NET and Total Package Fielding (TPF) events, including the number of personnel trained, systems issued, and total value.
• Track and report all mandatory individual training (AT Level I, OPSEC, DoD IA cybersecurity awareness) and maintain copies of certificates.
• Reporting and Documentation: Compile inputs for the semi-monthly report, ensuring all embedded tables function correctly.
• Compile support documents for the Wide Area Workflow (WAWF) invoice process and provide an organized reference for the PM and COR.
• General Administrative Support: Provide comprehensive administrative support to the PM and maintain organized, accessible records of all administrative actions.

Qualifications

• Must have and maintain at least a Secret level security clearance.
• Minimum of five (5) years of experience in an administrative support role, preferably within a government contracting environment.
• Proficiency with travel and clearance systems: SPOT, APACS, JTR, and the Foreign Clearance Guide (FCG).
• Strong organizational skills and attention to detail in tracking expenses, managing travel, and maintaining records.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively in a fast-paced, surge-driven environment.

EEO Commitment

All qualified applicants will receive consideration for employment without regard to sex, race, ethnicity, age, national origin, citizenship, religion, physical or mental disability, medical condition, genetic information, pregnancy, family structure, marital status, ancestry, domestic partner status, sexual orientation, gender identity or expression, veteran or military status, or any other basis prohibited by law.