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Administrative & Financial Assistant - DoD / Navy / Government

3 months ago

Monterey, United States SunPlus Data Group, Inc Full time
Job DescriptionJob Description

SunPlus Data Group is seeking 2 Administrative & Financial Support Assistants for a Naval Base in Monterey, CA

  • This position is for 1 year with extension
  • Hours are M-F, 40 hrs week first shift
  • Pay is $31.38 hr
  • Federal Holiday Pay, PTO & optional health insurance
  • Candidates must be able to pass a full Federal Background check

**Government experience required

**2 positions, 1 will be remote and 1 will be onsite

SERVICES DESCRIPTION

1.0 Background/Introduction: The increasing importance of Energy has been strongly emphasized by leadership at all levels in the executive and legislative branches of government, and specifically by the Secretary of the Navy (SECNAV), the Chief of Naval Operations (CNO), and Fleet and Shore commanders. Issues and problems related to Energy occur at the intersection of multiple disciplines, and their solutions, therefore, require interdisciplinary knowledge and actions. In response, the Naval Postgraduate School (NPS) established the Energy Academic Group (EAG). The EAG will develop and maintain NPS as a Navy Center of Excellence for Energy graduate education and research. The three primary pillars of the EAG are the educational program, research, and outreach.

2.0 Scope:

The scope of this effort is to provide administrative and financial services support to the EAG and to track the group's research proposals, non-procurement 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 group's schedule of events and records management; coordinating timekeeping and leave requests; tracking travel orders, 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.

The non-personal services will occur in Monterey, CA. The contractor shall be required to interact with in-place support functions at NPS. The contractor shall access existing Government systems such as Kuali Financial System (KFS), CFMS-C, and Defense Travel System (DTS). A non-disclosure agreement will be signed by the contractor per the contract’s office guidelines.

In accordance with the scope of this requirement, the contractor shall not perform any tasks that are inherently governmental functions. The contractor shall fill out and sign organizational conflict of interest (OCI) statements and nondisclosure agreements (NDAs).

3.0 Tasks:

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

3.1 Administrative support to include:

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.

REQUIRED EXPERIENCE:

  • 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
Company DescriptionSunPlus Data Group is a company whose senior management has logged more than 60 man-years in managing Projects, Software engineering, production, and supply chain processes in Government, Aerospace / Aviation, Defense, Healthcare, Manufacturing, Energy, and Communications industries. SunPlus offers market-tested industry-specific solutions and consulting services ranging from project portfolio management, program management, business process automation, business intelligence, and advanced analytics to staffing and outsourcing.

Over the last 20 years, SunPlus Data Group has grown from a five-person technology company to a full-blown consulting and project management consultancy firm. SunPlus consultants have logged thousands of billable hours working with diverse clients nationwide.

SunPlus Data Group, Inc is an SBA 8(a) Certified, GSA schedule holder and Minority Owned firm based in Atlanta, GA providing services to our clients all over the United States.Company DescriptionSunPlus Data Group is a company whose senior management has logged more than 60 man-years in managing Projects, Software engineering, production, and supply chain processes in Government, Aerospace / Aviation, Defense, Healthcare, Manufacturing, Energy, and Communications industries. SunPlus offers market-tested industry-specific solutions and consulting services ranging from project portfolio management, program management, business process automation, business intelligence, and advanced analytics to staffing and outsourcing. \r
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Over the last 20 years, SunPlus Data Group has grown from a five-person technology company to a full-blown consulting and project management consultancy firm. SunPlus consultants have logged thousands of billable hours working with diverse clients nationwide.\r
\r
SunPlus Data Group, Inc is an SBA 8(a) Certified, GSA schedule holder and Minority Owned firm based in Atlanta, GA providing services to our clients all over the United States.