PAE, Inc Business Operations Administrator in Tucson, Arizona

Supporting the Most Exciting and Meaningful Missions in the World

Business Operations Administrator

Travel/Training

  • Performs review of the Business Expense Reports (BERs)

  • Processes program Ghost Card charges

  • Works with company designated travel agent on travel issues

  • Processes travel profiles for employees

  • Tracks outstanding BERs, travel costs and BER approvals

  • Forecasts annual and fiscal year travel and training costs for deliverables or other reports

  • Monitors Travel Incentive Pay status and potential costs

  • Revises Travel Procedure, associated processes, and forms

  • Documents procedures, processes, and forms for Government Approved Training

  • Receives and tracks Travel Notification forms

  • Designs, updates, and monitors Government Approved Training Schedule

  • Compiles data to support funding requests related to required training

  • Compares actual training expenditures to provided funding

  • Assists with development of supporting schedules and billing review as necessary Uniforms/Supplies

  • Validates and processes all program order forms

  • Maintains Uniform Log to track outstanding costs

  • Forecasts annual and fiscal year uniform costs for deliverables or other reports

  • Tracks uniform purchases to applicable balances

  • Handles all site issues to include uniform returns, and exchanges

  • Documents Uniform Procedure, associated processes, and forms

  • Approves uniforms invoices from vendor or BERs from employees

  • Receives and Accepts (R&A) invoices within Deltek Costpoint

  • Tracks R&A transactions against purchase order lines for funding requirements

  • Interfaces with internal and external customers on a daily basis

  • Communicates order or invoice issues and works issues to resolution

  • Creates a strict and detailed organizational system for files and forms Material/Procurement

  • Track costs related to program material expenditures

  • Forecasts annual and fiscal year material costs for deliverables or other reports

  • Assists with contract compliance, system integration, and data reconciliation

  • Approves all requisitions within applicable Business Operations workflow

  • Updates and improves Material Funding Report to compare actual expenditures to the budget

  • Coordinates, researching, derives, or populates data in relation to material accrual

  • Analyzes data to resolve complex issues derived from a variety of scenarios

  • Acts as primary liaison between Bus. Ops and Logistics/Procurement

  • Prepares supporting data for material invoices on a weekly or bi-weekly basis

  • Reviews material billing for accuracy and compliance

  • Communicates deadlines and appropriate actions to program personnel

  • Communicate with external vendors to obtain data

  • Develops methods for efficient and effective processing

  • Inputs requisitions for purchases of supplies/materials/services

  • Inputs information into CARMAC for certification of invoices Timesheets/Payroll

  • Review employee timesheets and recommend corrections when appropriate

  • Perform timesheet audits by contacting employees and recording answers on questionnaire

  • Summarize timesheet audit answers on Excel spreadsheet

  • Sign timecards when employees are out or unavailable and followup with employees for countersignature by the employee upon their return Operational Reporting

  • Prepare reports for the program

  • Assemble CDRL documents as appropriate Training

  • Assist sites with identification of training requirements via due lists

  • Assist sites with creation of training binders and filing of training documentation

  • Review contract wide training file for compliance Assistance / Service

  • Be the liaison between the employees and the financial organization for questions regarding areas such as timesheets, travel, payroll, benefits.

  • Assist site managers with in-processing and out-processing of employees and processing of paperwork with Human Resource actions such as medical or military leave of absences

  • Assist with scheduling of health screenings required by the contract

  • Assist with distribution of company policies

QUALIFICATION STANDARDS

  • Office-based working environment and occasional business travel may be required

  • Must possess strong written and oral communication skills.

  • Must be knowledgeable in Microsoft Office (Word, Excel, Outlook)

  • Knowledge of Microsoft Office Powerpoint and Access preferred

  • Knowledge of Deltek Cost Point and Cognos is preferred

  • An Associate Degree is desired

  • Strong attention to detail and ability to execute on multiple priorities in a complex environment

  • Must have the ability to communicate in a courteous, professional, and effective manner

  • Must be able to read, write, speak, and understand English. Must be a US citizen

  • Must be able to pass DHS Background Investigation and be granted full access

PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS

Physical Demands:

This classification’s activities are normally in an office-like environment with extensive sitting and computer oriented work. Location will be at a customer government facility where aircraft may be located. May be required to wear eye or hearing protection when in the aircraft areas. May occasionally be required to lift objects whose weight exceeds 30 pounds.

Work Environment:

The work conditions are in an office environment.

An Equal Opportunity Employer. PAE’s hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

EEO is the Law Poster at http://www1.eeoc.gov/employers/upload/eeocselfprint_poster.pdf

JOIN OUR TALENT NETWORK at http://www.jobs.net/jobs/pae/join

PAE is a leading provider of enduring support for the essential missions of the U.S. government, its allied partners and international organizations. With over 60 years of experience, PAE supports the execution of complex and critical missions by providing global logistics and stability operations, technical services and national security solutions to customers around the world. PAE has a workforce of approximately 15,000 people in over 60 countries on all seven continents and is headquartered in Arlington, VA.

In compliance with the ADA Amendments Act (ADAAA), should you have a disability and would like to request an accommodation in order to apply for a currently open position with PAE, please call Recruiting at (703) 656-6064 or email jobs@pae.com with "Disability Assistance" in the subject line.