Pre-Award: PdM RGCS Administrative Assistant

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.