Closeout Specialist

Overview of the Company

Social Solutions International, Inc. (Social Solutions) is a Hispanic and woman-owned business emphasizing 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.

Social Solutions is a large, thriving business with a fun atmosphere that encourages creativity, new ideas, and employee health and well-being. We put our employees first and use empathetic leadership, taking a genuine interest in our employees’ lives and the challenges they face in and out of the workplace. Diversity, equity, inclusion, and accessibility (DEIA) are integral to our company culture, and we are continuously striving to enhance our DEIA efforts across our company. You will feel like a contributing member of a growing team and company that has flexibility to enhance processes and procedures quickly to improve performance and growth. We help our employees carve out a professional pathway that has mutual benefits for them and Social Solutions. Social Solutions also offers exceptional compensation and benefits, detailed below.

Overview of the Position

The Closeout Specialist shall possess highly competent skills with computer software, hardware and related equipment. This task includes the following functions:

Essential Duties and Responsibilities

1. For contracts/task orders that have expired, the Specialist shall review the file to determine their type, contract limitations, contract periods, types of costs, legal status, indirect rates and ceilings, when applicable.
2. The 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 Specialist shall perform, coordinate and schedule the close-out actions necessary for completion of the close-out process.
3. The 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.
4. The Specialist shall ensure the receipt of final property inventory, final clearance for the SAMHSA Property Officer, and receipt of the particular Specialist’s GPO certification.
5. The Specialist shall prepare and submit closing documents, and with the COR’s written approval, submit the documents to the specific Specialists requesting recovery of overpayments if SAMHSA is owed money, or invoices for any amounts due, if applicable
6. The Specialist shall correspond with applicable Specialists (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 Specialist shall work closely with the appropriate DCM COR (depending on the particular contract) on the preparation of the SAMHSA COR’s final determination letter outlining the Specialist’s appeal right.
7. The 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.
8. 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.
9. The Specialist shall attempt to resolve any differences and/or questionable costs by telephone with the Specialist (vendor) whose contract is being closed out. If unable to resolve differences via telephone conversation, the Specialist shall draft a letter for the SAMHSA CO’s signature to request the Specialist’s position on amounts questioned
10. Where applicable, the 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.
11. A crucial element in the close-out process that shall be followed by the 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.
12. The 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.
13. The Specialist shall maintain the DCM closeout filing room located at 1 Choke Cherry Road, Rockville MD 20857, 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.
14. The 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.

15. The Specialist shall maintain a file that will house the standard form letters that can be chosen from to generate a letter to the Specialists (vendors) requesting the required documentation. In some cases, this may require repeated follow-ups because the Specialist (vendor) may in fact have a credit balance with funds actually due to SAMHSA. In some cases, this information maybe difficult to identify a source; in those cases, the file shall be documented with the information from the SAMHSA contract files.
16. Other duties as assigned.

Requirements

Bachelor’s degree and 6+ years’ relevant experience or equivalent combination of education and experience.

Equal Employer

Social Solutions offers competitive salaries and comprehensive benefits. Please submit your resume online at www.socialsolutions.biz.

Social Solutions is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, sexual orientation, gender identity or any other characteristic protected by law.