Administrative Support - 2 Positions

Naval Postgraduate School (NPS)

Location: MONTEREY CA

pAY rATE: W2 hOURLY $25/HR TO $30/HR w2 sALARY: $40K TO $50k

Period of Performance: 7/7/2024 7/6/2025

There are two positions under this contract.

Position Location

• 1 FTE Naval Postgraduate School Monterey California.
• 1 FTE Remote Position

One nonpersonal services position may be remote and focused on the travel and security processes and requirements.

The other nonpersonal services position focused on finance and office management will occur in Monterey CA. The contractor shall be required to interact with inplace support functions at NPS. The contractor shall access existing Government systems such as Navy Enterprise Resource Planning (ERP) and Defense Travel System (DTS). A nondisclosure agreement will be signed by the contractor per the contracts office guidelines.

The scope of this effort is to provide administrative and financial services support to the EAG and to track the groups research proposals nonprocurement Statements of Work (SOWs) and internal budgets.

The duties would include but are not limited to: operating office machines; storing distributing accounting reports supplies and equipment; distributing mail and delivering messages; maintaining groups schedule of events and records management; coordinating timekeeping and leave requests; ensuring mission success for the teams travel to include entering processing and tracking travel orders (includes interaction with DTS and SATO) processing and monitoring country clearance requests to ensure approvals are granted prior to travel and internal funds status of sponsored funding sources and providing weekly financial reports on the status of EAG financials; providing deliverables for administrative tasks described in 3.0 of this PWS.

1. Tasks:

The contractor shall provide administrative and financial services support for the EAG staff by performing the following tasks:

1. 1. Administrative support to include:

1. 1. 1. The contractor shall provide daily general administrative tasks to include coordinating and maintaining the groups schedule of events records management meeting schedules announcements routing of documents answering the telephone and drafting emails and various correspondence.

1. 1. 1. The contractor shall provide travel support for twenty EAG personnel and supporting faculty by inputting Defense Travel System (DTS) information for the processing expense vouchers security and clearance requirements ticketing hotel and other travel arrangements.

The contractor shall not engage in any approval role within the DTS nor shall the contractor direct the Government in the matters of travel.

The contractor shall track the EAGs office supplies and missionrelated purchases conduct inventories and input purchase requests into PRE and ERP. The contractor shall only fulfill the function of data entry and tracking for all supply and missionrelated purchases. The contractor shall not generate any Government procurement requirements; allocate funding or approval roles.

1. 1. 1. The contractor shall provide country clearance support for EAG personnel by submitting foreign travel requests to the Security Office entering country clearance requests in the Aircraft and Personnel Automated Clearance System (APACS) compiling Antiterrorism Plans (ATP) and ensuring all training is up to date for foreign clearance approval.

1. 1. 1. The contractor shall keep track of the office schedules of all EAG personnel including keeping a master calendar of the travel leave and meeting schedules for the EAG team.

1. 1. 1. The contractor shall coordinate the usage of the office conference room including the schedule of approximately 20 meetings per month. The conference room shall be set up and ready for requested meetings including any audio visual needs.

1. 1. 1. The contractor shall support setting up online group meetings managing text/image for event flyers reserving rooms (for mtgs requiring more space than our conference room) coordinating with the ITACS team to arrange A/V in rooms across NPS (as needed) or to do more simple setup including initiating the online meeting without external support managing meeting registrations and premeeting preparation.

1. 1. Financial services support to include:

The contractor shall only fulfill the function of data entry tracking and reporting for financial tracking. The contractor shall not make any budgeting and/or financial determinations.

The contractor shall not represent the Government internally or externally to NPS in any budgeting and/or financial matters.

1. 1. 1. The contractor shall compile maintain and track fiscal information of EAG from ERP and DTS and internal tracing of procurements prepare financial reports in Excel format and provide weekly financial reports (template to be provided) to the Chair and Associate Chair on the status of the EAGs financials. There are 1520 accounts that require tracking at any given time.

1. 1. 1. The contractor shall create Excel spreadsheets and graphs (template to be provided) that track and illustrate budget summaries Network Activities (NWAs) expenditures obligations commitments and balance data from ERP. There are I 520 accounts that require tracking at any given time. These accounts usually change each fiscal year.

1. 1. 1. The contractor shall coordinate with internal stakeholders involved in the financial processes of the EAG in order to meet the groups mission.

1. 1. This contractor shall track EAG research proposals internal to NPS by generating the Research and Sponsored Programs Office (RSPO) required paperwork routing inside NPS for signature and tracking with the RSPO to ensure a NWA is set up and ready for usage. The contractor shall also be responsible for tracking research and nonprocurement SOWs budgets and all subsequent routing of related documentation. There are approximately 20 research proposals each year.

1. 1. The contractor shall support the group in preparing and planning EAG workshop approval packages. The contractor shall coordinate the approved workshops in accordance with the proposed plan. During workshops the contractor shall respond to requests for information from participants and draft a report of workshop minutes including afteraction items for execution by Government and/or Stakeholders for each action item. Each year EAG executes approximately 1015 workshops and short courses which require this support.

1. Deliverables:

The contractor shall be responsible for preparing deliverables in support of the tasks identified in this SOW.

1. 1. Coordinate and maintain the groups schedule of events records management meeting schedules announcements routing of documents answering the telephone drafting emails and various correspondences the EAG calendar and the conference room
   2. Coordinate travel requests and track the EAGs travel budget and expenses
   3. Input purchase requests into ERP and track status
   4. Maintain a working inventory of all the items/orders received including ongoing inventory assigned to EAG personnel through the items lifecycle up until disposal
   5. Provide EAG with internal fiscal analysis and weekly financial reports
   6. Create Excel spreadsheets and graphs that illustrate budget summaries and financial data
   7. Informal status report of actions taken by of internal financial stakeholders
   8. Informal status report of EAG research proposals research SOWs and budgets
   9. Informal status report of approval packages and support during workshops
   10. Office management to include overseeing the EAG workspaces coordinating the use of meeting rooms work orders coordinating mail and other office deliveries and greeting visitors at the gate and escorting them to/from the office.

1. Minimum Technical Requirements:

• Minimum of three years experience in an administrative support role in a government military or academic setting
• Minimum three years experience in the use of Microsoft Office Suite software and the Mac Operating System (OS)
• Minimum of three years working with Microsoft Excel to compile financial data and prepare spreadsheet report
• Minimum of three years experience working with government travel and financial regulations and policies specifically DTS and at least one year working with ERP