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Financial Administrative Assistant

3 months ago

Monterey, United States Americas Staffing Partner Inc Full time
Job DescriptionJob Description
  • Provide administrative and financial services support to the Energy Academic Group and to track the group's research proposals, non-procurement Statements of Work, and internal budgets.


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

Job 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