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Financial Administrative Assistant

3 months ago

Monterey, United States Level One Personnel Full time
Job DescriptionJob Description

**This position is in support of an RFP effort. Availability of the position is subject to contract award. A signed letter of intent from applicants must be included in proposal efforts**

 Hours: Full time Monday-Friday, 07:30 – 04:30p

Location: Monterey, CA

Pay: $35.33/hr

Start: ASAP, pending background check

Employees Needed: 2

Type of Hire: Contract, estimated 1 year

The scope of this effort is to provide administrative and financial services support to the Energy Academic Group in the Naval Postgraduate School 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; ensuring mission success for the team’s 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.

 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 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 EAG's office supplies and mission-related 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 mission-related purchases.  The contractor shall not generate any Government procurement requirements; allocate funding, or approval roles.

3.1.3          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 Anti-terrorism Plans (ATP), and ensuring all training is up to date for foreign clearance approval.

3.1.4           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.

3.1.5           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.

3.1.6           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 pre-meeting preparation.

 

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 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 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, Network Activities  (NWAs), expenditures, obligations, commitments, and balance data from ERP. 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 NWA 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.

 

1.0      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 ERP and track status

4.4       Maintain a working inventory of all the items/orders received, including ongoing inventory assigned to EAG personnel through the item’s lifecycle up until disposal

4.5       Provide EAG with internal fiscal analysis and weekly financial reports

4.6       Create Excel spreadsheets and graphs that illustrate budget summaries and financial 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

4.10   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.

 

2.0      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

 

Level One Personnel is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other status protected by law.

 

 

Company DescriptionLevel One Personnel combines state-of-the-art staffing expertise and technology with personalized service to our clients. Level One Personnel services range from traditional temporary placement to partnering with companies to help them plan their long-term contingent workforce needs. As a small agency, we are able to focus our attention on our client’s specific needs and provide the absolute best candidates and customer service available in the industry.

Level One Personnel aggressively recruits, screens and tests applicants to ensure that only qualified candidates are provided to our clients. We pride ourselves on establishing on-going relationships with our candidates and our clients, allowing us to find the best fit for long-term career satisfaction. By matching the right person with the right job, Level One ensures a win-win situation for business clients and employees.Company DescriptionLevel One Personnel combines state-of-the-art staffing expertise and technology with personalized service to our clients. Level One Personnel services range from traditional temporary placement to partnering with companies to help them plan their long-term contingent workforce needs. As a small agency, we are able to focus our attention on our client’s specific needs and provide the absolute best candidates and customer service available in the industry.\r
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Level One Personnel aggressively recruits, screens and tests applicants to ensure that only qualified candidates are provided to our clients. We pride ourselves on establishing on-going relationships with our candidates and our clients, allowing us to find the best fit for long-term career satisfaction. By matching the right person with the right job, Level One ensures a win-win situation for business clients and employees.