Acquisition Management Support Specialist II - Naval Surface Warfare Center

Description

We are seeking an experienced Acquisition Management Support Specialist II to provide acquisition management, procurement coordination, requisition tracking, acquisition documentation, and business operations support to the Naval Surface Warfare Center, Port Hueneme Division (NSWC PHD), under the Financial and Program Management Support Services (FPMS) contract.

The Acquisition Management Support II will support Navy program offices, technical departments, and business operations personnel in coordinating and monitoring acquisition-related activities, ensuring procurement requests, purchase requisitions, funding documentation, and material receipt records are accurately maintained and processed in accordance with established Government procedures.

The selected candidate will work closely with Government acquisition personnel, program managers, financial management teams, technical representatives, and other stakeholders to support procurement planning, requisition tracking, acquisition documentation, material accountability, and resolution of purchasing and supply-related issues.

Responsibilities include monitoring procurement requests through the Procurement Request Tool (PRT) and Navy Enterprise Resource Planning (N-ERP), reviewing acquisition documentation, tracking purchasing actions, supporting material receipt and inspection reporting, managing procurement data, and developing acquisition status reports and performance metrics.

The ideal candidate will possess experience supporting federal Government or Department of Defense (DoD) acquisition and procurement operations, an understanding of acquisition lifecycle processes, strong organizational and analytical capabilities, and familiarity with Government procurement systems and documentation requirements.

Essential Duties and Responsibilities

Acquisition Management and Procurement Support

• Provide acquisition management and procurement coordination support to NSWC PHD programs, departments, and supported organizations.
• Assist Government acquisition personnel with planning, organizing, tracking, and documenting procurement-related activities.
• Support acquisition activities involving supplies, equipment, services, shipping, printing, and work requests.
• Coordinate with Government program managers, technical personnel, financial analysts, and acquisition stakeholders to identify and document procurement requirements.
• Assist with preparing and reviewing procurement request packages for accuracy, completeness, and consistency with established procedures.
• Monitor acquisition actions throughout applicable stages of the procurement process.
• Track procurement milestones, outstanding actions, required documentation, and processing deadlines.
• Identify potential acquisition delays, documentation deficiencies, or procedural issues and coordinate corrective actions.
• Maintain organized acquisition records, procurement tracking systems, and supporting documentation.
• Support timely completion of procurement-related activities in accordance with Government requirements.

Procurement Request Tool and Navy ERP Support

• Track and manage procurement requests submitted through the Procurement Request Tool (PRT).
• Monitor purchase requisitions and related acquisition transactions within Navy Enterprise Resource Planning (N-ERP).
• Maintain accurate procurement tracking information, including request status, processing milestones, outstanding actions, and required approvals.
• Review procurement documentation for completeness and coordinate with appropriate Government personnel to resolve discrepancies.
• Support processing and tracking of purchase requisitions for supplies, services, shipping, printing, and work requests.
• Monitor procurement requests from initial submission through completion, maintaining visibility into outstanding requirements.
• Coordinate with requesting departments, financial personnel, and acquisition stakeholders to address processing delays and documentation issues.
• Extract procurement data from approved Government systems to support reporting and management analysis.
• Maintain accurate electronic procurement records and transaction histories.
• Recommend improvements to procurement tracking, documentation, and request management procedures.

Acquisition Planning and Requirements Coordination

• Assist Government personnel with identifying, documenting, and organizing procurement requirements.
• Support development of procurement schedules, acquisition tracking plans, and requirements documentation.
• Coordinate with technical and program management personnel to clarify purchasing requirements and supporting information.
• Assist with gathering documentation necessary to support procurement actions.
• Track upcoming procurement requirements, milestones, and expected processing timelines.
• Support coordination of acquisition requirements with available funding information, as provided by authorized Government personnel.
• Review acquisition request packages to identify missing documentation or inconsistencies.
• Maintain procurement planning spreadsheets, action-item trackers, and supporting records.
• Assist Government stakeholders in identifying potential acquisition risks or processing challenges.

Procurement Funding and Financial Coordination

• Coordinate with Government financial management personnel to support accurate processing of acquisition-related funding documentation.
• Assist with reviewing Purchase Card (P-Card), MILSTRIP, Simplified Acquisition Procedures (SAP), and Outgoing Funding Document (OFD) submissions for completeness.
• Support verification of accounting information, Network Activities, and supporting financial documentation in coordination with authorized financial personnel.
• Assist with identifying funding discrepancies or missing documentation that could delay procurement processing.
• Track procurement-related financial actions and maintain supporting documentation.
• Coordinate with acquisition and financial stakeholders to resolve transaction processing concerns.
• Maintain records supporting procurement funding reviews, reporting, and reconciliation activities.
• Support proper routing of procurement documentation for Government review and approval.

Material Receipt and Inspection Support

• Support Government material receipt and inspection processes associated with acquired supplies, equipment, and other program requirements.
• Review received materials and associated documentation for accuracy, completeness, and consistency with applicable requirements.
• Assist with identifying discrepancies between procurement records, shipping documentation, and received materials.
• Support preparation and entry of Technical Receipt Inspection and Material Inspection Reports into the Product Data Reporting and Evaluating Program (PDREP).
• Maintain accurate material receipt and inspection records in approved Government systems.
• Coordinate with technical personnel, acquisition stakeholders, and appropriate Government representatives to resolve receipt or documentation discrepancies.
• Assist with tracking outstanding material inspections and associated corrective actions.
• Compile receipt and inspection data to support management reporting and performance assessments.
• Maintain organized documentation supporting material accountability and inspection activities.

Product Quality and Supply Discrepancy Support

• Support management and tracking of Product Quality Discrepancy Reports (PQDRs) and Supply Discrepancy Reports (SDRs).
• Assist with documenting discrepancies involving product quality, received materials, shipping, and supply requirements.
• Coordinate with appropriate Government and technical personnel to support investigation and resolution of reported discrepancies.
• Track discrepancy reports, corrective actions, and outstanding issues through resolution.
• Maintain accurate records of discrepancy investigations and associated supporting documentation.
• Assist with analyzing recurring material or supply discrepancies to identify potential trends.
• Prepare status reports and management summaries regarding unresolved procurement and supply issues.
• Support implementation of approved corrective actions and improvements to material receipt and reporting procedures.

Acquisition Data Analysis and Performance Reporting

• Collect, organize, and analyze procurement and acquisition data from approved Government information systems.
• Develop procurement status reports, acquisition trackers, performance metrics, and management summaries.
• Monitor acquisition processing timelines, outstanding requests, completion statuses, and recurring issues.
• Analyze procurement data to identify processing delays, documentation deficiencies, and operational trends.
• Prepare spreadsheets, charts, graphs, dashboards, and presentations supporting Government acquisition management activities.
• Support development of management dashboards using Microsoft Excel, Power BI, or comparable reporting tools.
• Compile performance metrics from PRT, N-ERP, PDREP, and other available systems, as appropriate.
• Validate acquisition reporting data for accuracy and completeness.
• Prepare recurring and ad hoc reports for Government program managers and acquisition personnel.
• Present analytical findings and recommended process improvements to appropriate stakeholders.

Acquisition Documentation and Records Management

• Prepare, review, organize, and maintain acquisition-related documentation and supporting records.
• Assist with maintaining procurement request packages, purchase requisitions, receipt reports, inspection records, and correspondence.
• Support development and maintenance of acquisition tracking procedures, Standard Operating Procedures (SOPs), desk guides, and process documentation.
• Maintain organized electronic records and shared document repositories.
• Support document version control and proper categorization of acquisition records.
• Ensure procurement documentation is accurate, complete, and accessible to authorized personnel.
• Assist with preparing acquisition status reports, meeting materials, and management presentations.
• Support Government reviews, audits, and assessments by organizing and providing authorized documentation.
• Follow applicable Government information management and records handling procedures.

Acquisition Process Improvement and Operational Efficiency

• Evaluate procurement request workflows and acquisition support procedures to identify opportunities for improvement.
• Analyze recurring procurement delays, documentation deficiencies, and processing challenges.
• Develop recommendations to improve procurement tracking, coordination, and administrative efficiency.
• Support implementation of approved acquisition process improvements.
• Assist with development and refinement of SOPs, workflow diagrams, desk guides, and tracking tools.
• Support process standardization to improve consistency and accountability.
• Analyze acquisition performance metrics to assess the effectiveness of procurement support processes.
• Coordinate with Government stakeholders to address recurring acquisition management issues.
• Document lessons learned and recommend improvements to future procurement support activities.

Program Management and Stakeholder Coordination

• Provide acquisition-related program support to Government program managers, technical departments, and organizational stakeholders.
• Coordinate acquisition activities and information sharing across supported departments.
• Maintain communication with acquisition personnel, financial analysts, technical representatives, and requesting organizations.
• Track acquisition-related action items, program requirements, and outstanding customer requests.
• Assist with organizing procurement meetings, status reviews, and coordination sessions.
• Prepare meeting agendas, minutes, action-item summaries, and acquisition status updates.
• Support project schedules and procurement milestones to ensure acquisition activities remain aligned with program requirements.
• Identify potential risks affecting acquisition processing and communicate concerns to appropriate personnel.
• Support effective collaboration between Government acquisition, financial, technical, and program management teams.

Quality Assurance and Regulatory Compliance Support

• Support compliance with applicable Government acquisition procedures, documentation standards, and organizational policies.
• Review assigned acquisition support work products for accuracy, completeness, and consistency.
• Assist Government personnel with identifying potential procurement documentation deficiencies.
• Support proper maintenance of acquisition records and supporting documentation.
• Follow applicable Government procedures for handling procurement-related financial and technical information.
• Assist with gathering documentation requested during Government reviews or assessments.
• Support implementation of corrective actions addressing procedural or documentation issues.
• Maintain appropriate controls over sensitive procurement and Government program information.
• Perform all support activities within authorized contractor responsibilities, without exercising Government contracting authority.

Requirements

• Bachelor's degree in Business Administration, Acquisition Management, Supply Chain Management, Logistics, Contract Management, Public Administration, or a related discipline, or an equivalent combination of education and relevant professional experience.
• Three (3) to five (5) years of progressively responsible experience in acquisition support, Government procurement, purchasing operations, supply chain coordination, contract administration support, or a related field.
• Experience supporting procurement requests, purchase requisitions, acquisition documentation, or purchasing workflows.
• Working knowledge of acquisition and procurement lifecycle processes.
• Experience coordinating acquisition requirements among program managers, financial personnel, procurement teams, and other stakeholders.
• Demonstrated ability to review procurement documentation for accuracy and completeness.
• Experience maintaining acquisition trackers, processing records, status reports, and supporting documentation.
• Familiarity with enterprise resource planning systems, purchasing applications, or procurement management tools.
• Ability to track multiple procurement actions, identify outstanding requirements, and coordinate timely resolution of issues.
• Experience analyzing operational or procurement data and preparing management reports.
• Proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
• Strong organizational, analytical, problem-solving, and attention-to-detail skills.
• Excellent written and verbal communication abilities.
• Ability to independently manage assigned procurement support activities and meet established deadlines.
• Ability to work effectively with Government personnel, technical teams, financial analysts, and other organizational stakeholders.

Preferred Qualifications

• Previous acquisition or procurement support experience within the Department of Defense or federal Government.
• Experience supporting the U.S. Navy, Naval Sea Systems Command (NAVSEA), NSWC Port Hueneme, or another Navy organization.
• Direct experience with Navy Enterprise Resource Planning (N-ERP).
• Experience using the Procurement Request Tool (PRT) or comparable Government procurement systems.
• Experience supporting Government purchase requisitions, purchasing documentation, and acquisition tracking activities.
• Familiarity with the Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS).
• Knowledge of Navy procurement processes involving Purchase Cards, MILSTRIP, Simplified Acquisition Procedures, and Outgoing Funding Documents.
• Experience supporting material receipt, inspection, or inventory accountability processes.
• Familiarity with the Product Data Reporting and Evaluating Program (PDREP).
• Experience supporting Technical Receipt Inspection or Material Inspection Reports.
• Knowledge of Product Quality Discrepancy Reports (PQDRs) and Supply Discrepancy Reports (SDRs).
• Experience supporting Navy logistics, supply chain, material management, or technical acquisition programs.
• Experience developing procurement dashboards, acquisition metrics, and management reports using Excel or Power BI.
• Familiarity with Government financial management procedures, funding documentation, and lines of accounting.
• Experience developing SOPs, process maps, and procurement workflow improvements.
• Defense Acquisition Workforce Improvement Act (DAWIA)-related training, Defense Acquisition University (DAU) coursework, or relevant acquisition and contracting education.
• Certified Federal Contracts Manager (CFCM), Certified Professional Contracts Manager (CPCM), or comparable professional certification.
• Active Secret security clearance, if required for assigned duties.