Job Description

1.0 MINIMUM TECHNICAL REQUIREMENTS:

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

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

3.1.2 The contractor shall provide travel support for ten EAG personnel that travel on average 5-10 times per year 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 EAG's office supplies and mission-related purchases, conduct inventories, and input purchase requests into Kuali Financial System (KFS) and CFMS-C. The contractor shall only fulfill the function of data entry and tracking for all supply and mission-related purchases. The contractor shall not generate any Government procurement requirements; allocate funding, or approval roles.

3.1.4 The contractor shall maintain an inventory log of the EAG's supplies and mission-related purchases, orders, and receipts.

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

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.

3.2 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.

3.2.1 The contractor shall compile, maintain, and track fiscal information of EAG from KFS 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 EAG's financials. There are 15-20 accounts that require tracking at any given time.

3.2.2 The contractor shall create Excel spreadsheets and graphs (template to be provided) that track and illustrate budget summaries, Job Order Numbers (JONs), expenditures, obligations, commitments, and balance data from KFS. There are I 5-20 accounts that require tracking at any given time. These accounts usually change each fiscal year.

3.2.3 The contractor shall coordinate with internal stakeholders involved in the financial processes of the EAG, in order to meet the group's mission.

3.3 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 JON is set up and ready for usage. The contractor shall also be responsible for tracking research and non-procurement SOWs, budgets, and all subsequent routing of related documentation. There are approximately 20 research proposals each year.

3.4 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 after-action items for execution by Government and/or Stakeholders for each action item. Each year EAG executes approximately 10-15 workshops and short courses, which require this support.

2.0 DELIVERABLES:

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

4.1 Coordinate and maintain the group's 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

4.2 Coordinate travel requests and track the EAG's travel budget and expenses

4.3 Input purchase requests into KFS and track status

4.4 Maintain a working inventory of all the items/orders received

4.5 Provide EAG with internal fiscal analysis and weekly financial reports

4.6 Create Excel spreadsheets and graphs that illustrate budget summaries and KFS data

4.7 Informal status report of actions taken by of internal financial stakeholders

4.8 Informal status report of EAG research proposals, research SOWs, and budgets

4.9 Informal status report of approval packages and support during workshops

Company Description

SmartIT Pros is an IT and Business Services Organization that delivers Application and Business process services to help clients meet their organizational needs, enhance flexibility and improve performance along with reducing costs. We are specialized in providing cost effective solutions to our clients by helping in their Staffing requirements. We ensure our clients look for Tomorrow Needs Today to ensure they are ahead of their Competitors in the industry segments. SmartIT Pros offers a wide range of IT and Business services to address complex and diverse needs of our clients in Application Maintenance and Development, Business Process Outsourcing, Application Outsourcing, Enterprise Resource Planning etc.