Job Description

The Management Assistant is responsible for providing administrative and operational support to the management team. The ideal candidate should have excellent organizational and communication skills, be detail oriented, and have a strong work ethic. The Management Assistant should also be comfortable working independently and with a team. NOTE: This is not a secretarial position.

Duties:

• Provide administrative support to the contracts and compliance management team as required.
• Research, read, comprehend and report on laws, regulations and other governing documents that may impact PCIFS and its entity companies.
• Assist in the development and implementation of internal compliance and contract policies and procedures to ensure they align with local, state, and federal regulations.
• May perform audits of company operations, financial activities, and records to identify potential compliance issues or breaches.
• Coordinate and schedule training sessions for employees on compliance standards, ethical conduct, and regulatory requirements relevant to their roles.
• Identify potential risk areas within contracts and recommend mitigation strategies.
• Participate in contract and proposal preparation, contract negotiations, contract administration, and compliance.
• Collaborate with other departments and team members to ensure compliance program requirements are being met, effective contract performance, communication and workflow.
• Maintain up to date knowledge of changes to federal, state, and local laws and regulations that may impact contract performance and compliance policies and procedures.
• Assist in preparing and monitoring budgets, expense reports, and financial documentation.
• Coordinate and follow up on action items and tasks assigned by the management.
• Uphold strict confidentiality and professionalism in handling sensitive information.
• Ability to work on multiple project deliverables and/or department projects from conception through completion.
• Schedule and monitor project performance to include coordination of resources (internal, vendors, etc.), reporting and benchmarking.
• Maintain and update records, databases, and filing systems to ensure the accuracy and accessibility of information.

Job Requirements:

• Bachelor’s degree in business administration with 5 years’ experience; master’s degree in business administration preferred.
• At least 7 years’ regulatory compliance experience.
• 5 years’ accounting experience a plus.
• Experience in developing corporate policies and procedures.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Attention to detail and a high level of accuracy in work.
• Ability to work independently and as part of a team, demonstrating flexibility and adaptability in a fast-paced environment while meeting competing deadlines.
• Strong problem-solving and decision-making abilities.
• Experience working with various individuals at various levels within an organization.
• Proficient with Microsoft Office Suite and Adobe Pro.
• Willing to participate in training programs and travel as required.
• Ability to work odd and irregular hours.

Security Requirements

If required, must be able to obtain and maintain a security clearance at the contract required level. US Citizenship is required for clearance.

Physical Requirements

The physical demands described herein are representative of those which must be met by an employee to successfully perform the essential functions of the job. Employees must possess the ability to work in a standard office or conference room setting and use standard office equipment, including a computer.

To visit other company sites, employees must be able to operate a motor vehicle and fly in an aircraft, both of which may require sitting for prolonged periods of time. Employees must possess vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. Standing in work areas and walking between work areas will be required. This position requires an employee to occasionally bend, stoop, kneel, crouch, crawl, climb or balance; reach, push, and pull drawers and doors open and closed. The employee must occasionally lift and/or move up to 20 pounds.

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