Contract Specialist Life Cycle

Contract Specialist

Candidate’s Name: Crystal Matthews

Contact Bryce Smith: 202-***-****

Professional Summary

Knowledgeable Contract Specialist with a combined 13 years of Federal government contractor experience. Highly skilled and goal-driven professional, equipped with proven expertise in managing full life cycle of acquisition operations spanning procurement planning, negotiations, pre-award, administration, and post award duties. Expertise in terms and conditions, contract practices and fundamentals of the Federal Acquisition Regulations. Thorough in administering contract processes with an outstanding ability in administering source selections, financial arrangement, conflict resolutions, and ensuring policy and regulatory compliance throughout the procurement life cycle, as well as business functions. Excel at formulating and implementing process improvement initiatives to drive operational efficiency. Able to interface with and work well with support management and department resources in a fast-paced environment. Strong written and verbal communication skills, very detail oriented.

Work History

Senior Contract Specialist, 12/2020 to 06/2024

Z-Tech Solutions @FAA – Oklahoma City, OK

Applied practical working knowledge of principles, techniques, methods, and procedures applicable to acquisition regulations, laws and concepts of government purchasing and contracts.

Prepared documentation for administrative contract actions including modifications, exercise of options, etc.

Prepared contract modifications to reflect changes to the Government’s requirement

Conducted Market research, review procurement requests, specifications, plans, statements of work, and/or purchase descriptions to determine if they are complete. Ensure milestones plans are completed in PRISM, prepare Procurement Planning Templates as applicable and provide information to enable the CO to determine proper acquisition strategy.

Prepared and developed for CO’s signature, solicitation documents such as: Screening Information Requests, Request for Proposals, Requests for Offers and Request for Quotes.

Performed analysis of quotes, offers and proposals received. Provide information for the use of the CO in the negotiation process.

Analyzed prospective Contractor’s financial statements and prepare a report for use by the CO regarding the financial responsibility of any prospective Contractor (financial pre-award survey).

Prepared all required documentation required for contract award

Ensured electronic documents are properly maintained in eDocs IAW current policy and guidance for each contract action.

Ensured all entries into contracting systems such as PRISM and FPDS are accurate and when notified of errors, corrections are made in a timely manner

Financial Analyst, 07/2019 to 11/2020

Robert Half Technology/Pratt Whitney – Midwest City, OK

Prepared files for F119 HMC Module sales orders and Eagle Supply Item Repair sales orders for source documentation for corrections for SAP direct labor hours and cost posting corrections

Identified report problems or inaccuracies

Reviewed historical data correction files for sales orders verifying reports for accuracy

Worked on extensive financial accounting clean-up project

Analyzed, reviewed and prepared packages for new invoicing

Trained/mentored new employee

Streamlined daily reporting information entry for efficient record keeping purposes

Analyzed and Reviewed package account data for adjustments

Worked accounting variances on packages

Audited and updated financial reports on packages before submitting for invoicing

Systems Engineer II/Functional Analyst II, 12/2013 to 04/2019

Collabera/SAIC @ FAA– Oklahoma City, OK

Worked with Government Accounting, PRISM and Oracle Financial applications particularly in Accounts Payable, Purchasing and General Ledger

Developed new or revised end user instructions containing system processes and procedures to accompany changes in functional systems design and changes or improvements to associated businesses processes

Analyzed data system requirements to determine test strategy and estimate level of effort, then create, review and execute test cases that ensure system software performs according to the documented business requirements, business rules and technical specifications

Coordinated user acceptance testing and support user test acceptance of system changes

Performed Month and Year End Closing in DEV, BUILD and SIT testing after patching across all modules

Led the project for Record and Review training materials for UPKs (User Productivity Kit)

Provided mentorship and facilitation for knowledge sharing of subject matter expert to train and collaborate with customers, staff members and peers

Provided help desk support for stabilization of government system upgrades

Analyzed data system and requirements to determine test strategy and estimate level of effort then create, review and execute test cases that ensure system software performs according to documented business requirements, business rules and technical specifications

Supported FAA and 20 other government agencies with creations and maintenance support of documentation provided in a knowledge base

Provided management with status of projects, problems or the outstanding project related issues -Determine and execute system set up and testing related to Delphi Projects and Prism acquisition Projects--Review and analyze customer financial requirements and incorporate these requirements into the Oracle financial application

Reviewed and analyzed problem areas and proposal of feasible solutions for quality assurance - Work with

Oracle Federal Financials E-Business Suite that includes General Ledger, Accounts Payables, Accounts Receivables, Project Accounting, Fixed Assets, Purchasing and Federal Financials

Worked with systems also including Oracle Reports, Oracle Discoverer and Prism

Development and Recording experience with Oracle UPKs for functionality and training prototypes - Contract reviews for different testing scenarios -Analyzing contract procedures for testing purposes - Created and recorded all Prism UPKs used for all new training purposes -Responsible for quality procedures, standards ad specifications, assessing customer requirements and ensuring that they are met -System administrator for all Prism procurement changes in test instances and in production -Perform functional analysis, requirement gathering, system design, testing and working with Operations to create system solutions to satisfy business needs

Participated in weekly team meetings to develop better plans and revise proper protocols to meet objectives

Coordinated weekly meetings for internal and external groups, including teleconferences and videoconferences, interacting with all levels of management

Measured team performance and reported metrics to leadership team members

Developed team communications and information for daily meetings

Updated all internal spreadsheets and workbooks

Updated regular Delphi reports on all projects.

Identified and provided a list of reimbursable projects that are ready for close-out. Process close- out projects in Delphi and in the Reimbursable Tool Set.

Developed, documented, maintained, and provided standard operating procedures (SOPs)

Worked on the Implementation team for the Prism 7.2 Upgrade

Contract Specialist, 05/2012 to 02/2013

Concept Solutions @FAA – Oklahoma City, OK

Prepared Request for Purchases, solicitations, Request For Information and acquisition documents for Contracting Officers approval

Analyzed and organized Request For Information responses, quotes, offers as received on subject requests, and provide analysis to Contracting Officer or Contracting Officer's Technical Representative with recommendations for award decisions

Worked closely with contractors and vendors, providing and maintaining purchase orders, award documents, inquiries, negotiations and other requirements - Prepares and maintains contract files, and close-outs, ensuring all deliverables, requirements, and audits have been accomplished prior to close-out

Provided a wide variety of functions encompassing the entire spectrum of the acquisition process in

accordance with the referenced documents

Performed analysis of quotes, offers and proposals received

Prepared final contract documents, for award and prepare supporting documents relating to award decision

Distributed delivery and purchase orders and prepare responses to Contractor inquiries

Prepared documentation for administrative contract actions, including modifications.-Responsible for quality procedures, standards ad specifications, assessing customer requirements and ensuring that they are met

Performed continuous evaluations of content and plans in order to enhance delivery and improve effectiveness

Mentored new hires, resulting in stronger staff development and increased productivity

Office Manager, 09/2011 to 04/2012

Dr. Rainey DDS – Midwest City, OK

Processed, calculated, and entered daily deposits and process insurance payments

Scheduled appointments, build charts and process necessary letters to other dental providers

Handled accounts receivable and all collections on accounts

Processed all insurance claims to insurance on a timely basis

Processed daily, weekly and monthly deposit reports as well as keep books up to date

Prepared monthly/quarterly/yearly accounting closes

Prepared Request for Purchases, solicitations, Request For Information and acquisition documents for approval

Oversaw office inventory activities, including ordering and requisitions, stocking and shipment receiving

Liaised with patients and addressed inquiries, appointment requests and billing questions

Optimized organizational systems for payment collections, AP/AR, deposits and recordkeeping

Managed CRM database, including troubleshooting, maintenance, updates and report generation

Financial Assistant/Payroll, 09/2009 to 10/2010

Choctaw Nicoma Park Public Schools – Choctaw, OK

Processed, calculated, and maintained monthly payroll and benefit records for over 700 employees

Processed state and federal tax deductions, retirements, garnishments, benefits and employee W-2s

Maintained all documents, ensuring audit compliance

Processed payroll from timesheets, verified employment, and prepared salary and employment reports for State Department of Education

Prepared and organized New Hire Packets, assisted in providing salary, benefit, and deduction information for employees

Reviewed procurement requests and purchase descriptions

Reviewed procurement requests, together with related specifications, plans, statement of work or purchase descriptions to determine they are complete

Performed Request For Quotes and negotiate pricing with vendor before awarding purchase orders

Distributed delivery and purchase orders and send to sites

Worked closely with contractors and vendors, providing and maintaining purchase orders, award documents, inquiries, negotiations and other requirements - Prepares and maintains contract files, and close-outs, ensuring all deliverables, requirements, and audits have been accomplished prior to close-out

Accounting Technician III, 09/2006 to 04/2009

LCI/AMS @FAA -Oklahoma City, OK

Managed approximately 700 government contracts and purchase orders and processed an average of 200+payments for multiple regions; maintain records in compliance with audit procedures

Reviewed negotiation requests, together with related specifications, plans, statements of work or descriptions to determine they are complete and accurate

Knowledge of Government Acquisition Law, Prompt Payment Act, Federal Register, and general contract requirements, procurement and negotiation experience, accounting laws surrounding payables involving Government contracts and purchase orders

Volunteered for special projects; training new employees, post travel audits on government vouchers and writing standard operating procedures for the Real Estate Contract Leases team

Reviewed amendments or contract modifications for Government requirements

Worked closely with Contracting Officers for negotiation reviews and relating to award decisions

Prepared analysis in accordance with regulations and manuals

Analyzed and reconciled reimbursable agreement projects based on current Delphi data

Provided documentation to support accounting analysis and transactions performed on reimbursable agreements

Conducted quality post reviews on all closed reimbursable agreement projects.

Documented and provided the results to validate that the projects were closed

Validated expenditures and facilitate timely billing and collection against funding documents

Conducted financial analyses based on available data, then collaborate with the customers to assist with reconciling and validating reimbursable agreement data during monitoring, accounting, and close-out phase of project to include initiating Delphi reports and using reports to analyze data and trends.

Accounts Payable Manager, 2004 to 09/2006

Midwest Regional Medical Center – Midwest City, OK

Processed patient refunds and all reimbursements for the hospital

Generated all payables and checks for endorsement and timely submission

Reviewed and verified all statements, maintained vendor files and accounts

Processed and prepared monthly/quarterly/yearly closes

Maintained and processed accruals daily for month end reporting, processed 1099s, and receiving report ensuring correct payments

Mentored new hires, resulting in stronger staff development and increased productivity

Education

Bachelor of Science: Business Administration

Southwestern College (graduated 2012)

DAU Training:

FCN101- Contracting Basics (18 hours) received certificate

CON121- Contract Planning (12 hours) received certificate

CON124-Contract Execution (13 hours) received certificate CON127-Contract Management (10 hours) received certificate

FAC023-Basic Contracting for GSA Schedules (4 hours) received certificate

Contact this candidate