Social Solutions International, Inc. (Social Solutions) is seeking experienced individuals to serve as a Closeout Specialist. The Closeout Specialist shall have experience in closing out federal contracts and shall possess highly competent skills with computer software, hardware, and related equipment. This position includes the following functions:
For contracts/task orders that have expired, the Closeout Specialist shall review the file to determine their type, contract limitations, contract periods, types of costs, legal status, indirect rates and ceilings, when applicable.
The Closeout Specialist shall be responsible for the management/administration of each completed contract from receipt through close-out execution, including the transfer of closed files to the Federal Records Center in Washington, DC. The Closeout Specialist shall perform, coordinate and schedule the close-out actions necessary for completion of the close-out process.
The Closeout Specialist shall perform limited auditing services when no previous audit has occurred to reconcile direct and indirect costs billed, including adjustments for changes in indirect costs over the entire contract period.
The Closeout Specialist shall ensure the receipt of final property inventory, final clearance for the SAMHSA Property Officer, and receipt of the particular contractor’s GPO certification.
The Closeout Specialist shall, as necessary, prepare a Desk Audit Memoranda for each contract in the close-out process to document the steps for the closed contract file. The Closeout Specialist shall review indirect costs paid and reconcile them to amount due using the final rates.
The Closeout Specialist shall prepare and submit closing documents, and with the COR’s written approval, submit the documents to the specific contractors requesting recovery of overpayments if SAMHSA is owed money, or invoices for any amounts due, if applicable.
The Closeout Specialist shall correspond with applicable contractors (vendors) by phone, email or written correspondence to request and exchange information needed in the close-out process, to include receipt of the final voucher, final release and certification of funds, rebates, and credits. The Closeout Specialist shall work closely with the appropriate DCM COR (depending on the particular contract) on the preparation of the final determination letter outlining the contractor’s appeal right.
The Closeout Specialist shall, as necessary, request from the Finance Office reports on the amounts obligated and the amounts paid under each contract/task order and reconcile voucher records with disbursements. Accurate obligation and paid amounts should be available in the SAMHSA tracking system.
Checks recovered for overpayment by the close-out process shall be submitted to the Finance Office through the CO and the contract file shall be annotated to reflect receipt of the payment.
The Closeout Specialist shall attempt to resolve any differences and/or questionable costs by telephone with the contractor (vendor) whose contract is being closed out. If unable to resolve differences via telephone conversation, the Closeout Specialist shall draft a letter for the SAMHSA CO’s signature to request the contractor’s position on amounts questioned.
Where applicable, the Closeout Specialist shall prepare documentation recommending that DCM attempt to recover costs that should be disallowed. The documentation shall be prepared for submission to Collections following approval by the SAMHSA CO.
A crucial element in the close-out process that shall be followed by the Closeout Specialist is the preparation of the Close-out Checklist for review and approval of the CO. The completed checklist must reflect that all required forms and documents have been reviewed and included in the file prior to submission of the file to the CO for final review and sign-off.
The Closeout Specialist shall prepare a memorandum and then forward that memorandum with the signed closing document to the Finance Office. The memorandum must include instructions for de-obligating the balance of funds, if applicable.
The Closeout Specialist shall maintain the DCM closeout filing room, and shall be responsible for generating letters and forms, and boxing up files and reports to ensure that the entire contract close-out process is supported in a timely and professional manner.
The Closeout Specialist shall prepare monthly reports, and meet with the COR to review project performance once a month (as necessary), as well as produce the following reports:
Open Contract Report – to include contract number, vendor’s name, number of contract files, types of contracts, and contract amount.
Contract Status Report – a numerical order list of all contracts and a narrative indicating the status of each contract, including problems experienced or anticipated, or indicating no action.
Archived Contract Report – a numerical list of all documents sent to the Records Center for storage.
Ad Hoc Reports – Special reports, as requested, on a case by case basis, draft responses to queries.
Status tracking spreadsheet – to include information such as letters issued, documents received, closed, etc.
The Closeout Specialist shall maintain a file that will house the standard form letters that can be chosen from to generate a letter to the contractors (vendors) requesting the required documentation. In some cases, this may require repeated follow-ups because the contractor (vendor) may, in fact, have a credit balance with funds actually due to SAMHSA. In some cases, this information may be difficult to identify a source; in those cases, the file shall be documented with the information from the SAMHSA contract files.
4+ years of experience with government contracting minimum
Bachelor’s degree or equivalent work experience
Mandatory prior experience as closeout specialist
Social Solutions is an Equal Opportunity/Affirmative Action Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.
About Social Solutions International, Inc
Social Solutions International, Inc. is a Small Disadvantaged Business. Hispanic and woman-owned, Social Solutions emphasizes quality research and evaluation, training and technical assistance, and institutional support services. We are a mission-driven organization that believes that superior science can improve the world. Social Solutions is dedicated to the creation of social and health solutions to improve the welfare of underserved populations worldwide.