Secretary

SPS Consulting, LLC; Rockville (MD); On-site; USD 42,000 - 62,000; Full time

Job summary

SPS Consulting seeks an enthusiastic and organized Secretary to provide administrative support to the Administrative Services team in the areas of Procurement and Accounts Payable/Receivable.

Responsibilities include maintaining contract databases, tracking expiration dates, collecting insurance certificates, and processing invoices in Oracle. Proficiency with Microsoft Office and accurate typing are essential; prior experience with legal documents is a plus.

Qualifications

• Considerable experience with assignment-specific word processing and/or spreadsheet software.
• Specialized knowledge of legal documents and processes to prepare a variety of documents.
• Proficient in typing and Microsoft Office applications with good editing skills.
• Take and transcribe dictation and research files and records.
• Friendly and courteous demeanor; able to work with witnesses and customers.
• Operate office equipment including desktop computers, fax, copier and printers.

Responsibilities

• Maintain the current contract database, update expiration dates and vendor contact info.
• Track contract expiration dates, renewal timelines, and insurance renewals.
• Request and collect insurance certificates and coordinate review with Risk Management.
• Prepare new contracts, amendments, solicitation documents, and transmittal memoranda using templates.
• Prepare scoring sheets for committees using templates.
• Assist with pricing/points verifications and encumbrance/expenditure tracking.
• Initiate health insurance invoices into Oracle and assist with billing remittances.
• Support vendor payments and Outside Agency billing as needed.

Tools

Oracle

Microsoft Office

Job description

Position: Secretary

Location: Montgomery County

SPS Consulting seeks enthusiastic and organized Secretary to provide administrative support to the Administrative Services team in the areas of Procurement and Account Payable/Receivable.

Procurement (75%)

• Maintain the current contract database, including updating contract expiration dates, insurance expiration dates, and vendor contact information
• Track contract expiration dates, renewal timelines, and insurance renewals
• Request and collect insurance certificates from vendors and coordinate review/approval with Risk Management before sharing with Procurement
• Request mandatory insurance requirements from Risk Management for new contracts and solicitations
• Prepare new contracts, amendments, solicitation documents, and transmittal memoranda using established templates
• Prepare scoring sheets for the Qualification and Selection Committees using established templates
• Assist with verifying pricing/points calculations
• Create and maintain a spreadsheet for allowable fees under benefits contracts
• Maintain the encumbrance tracking spreadsheet for non-benefits contracts
• Maintain the expenditure tracking spreadsheets for selected contracts including, Personify Health, CPS, Concentra, and Bolton contracts to better inform management on spending and future encumbrance needs.

Fiscal/Accounts (25%)

• Initiate health insurance invoices into Oracle
• Assist with reconciling and recording group insurance revenue and billing remittances
• Review and initiate non-health insurance invoice payments
• Tuition assistance support for vendor payments
• Assist with Outside Agency billing invoices

Requirements

• Considerable experience is required, including experience with assignment-specific word processing and/or spreadsheet software.
• Requires specialized knowledge of legal documents and processes in order to type and prepare a variety of documents
• Proficient in typing and Microsoft Office applications with good editing skills
• Take and transcribe dictation, research files and records, etc.
• Possess a friendly and courteous demeanor and is able to work with witnesses and customers
• Ability to efficiently operate office equipment, including desktop computers, fax machine, copier and printers