Administrative Support Specialist

Clerical Support duties shall be up to and including the CUI level of information. This requirement defines the overarching requirements for providing office support services to offices in the NSWC PCD Corporate Operations Department (Code 10), Mine Warfare and Unmanned Operations Department - (Code A), Expeditionary Warfare and Littoral Operations Department (Code E), and Subsea & Seabed Warfare and Maritime Operations Department (Code S). For efficiency, the Offeror shall establish a secretarial pool with a designated supervisor assigned to each office requiring support. Nothing in this PWS is intended to or will be used to procure any services that are personal services or that are inherently governmental services. The Contractor shall, in response to this PWS, provide those non-personal office support services as specified herein. This requirement is for office support services only. This requirement and PWS shall not contain any work that would be reasonably construed to mean an employee of the Contractor is acting as a Government employee’s personal assistant (e.g., executive assistant, administrative assistant or secretary for a Government employee). Such work is prohibited under this contract or for an office or organization.

It is anticipated that up to twelve offices will require support on a full time, on-site basis. This requirement includes numerous office support functions. Support in this area may include the performance of clerical support tasks. The Contractor shall provide, but not limited to, the following clerical support services:

• Telephone and receptionist services. Receive all visitors and incoming telephone calls. Determine nature of call or business of visitors and take appropriate action. Refer business matters and visitors to appropriate Government office personnel.
• Identifying need for office supplies, repairs on office equipment, and printing services.
• Reserving NSWC PCD rooms for meetings.
• Managing office electronic calendars (meeting/event calendars, conference room calendars etc.)
• Maintenance of records, files, statistical data, and suspense system.
• Populating and tracking official documents adhering to Government format.
• Using Microsoft Outlook and Microsoft Teams to send and retrieve messages, clearly identifying themselves as contractors in the signature block.
• Collating and preparing office monthly reports.
• Attending office meetings to become cognizant of office requirements, functions, and events.
• Taking and managing meeting minute reports in support of office administration of projects or programs under the auspicious of assigned office.
• Preparing visit request forms and entering required data into required systems. Providing account or appropriation information to support the development of travel status reporting. Forwarding security clearance and visit request documentation to the necessary offices.
• Designing and organizing filing systems. Filing documentation and maintaining office filing systems.
• Receiving and distributing incoming correspondence.
• Editing outgoing correspondence and reports for format, grammar, and punctuation. Utilizing Microsoft Office in preparing a variety of correspondence, memorandums, briefings and other reports required for day-to-day office operation.
• Writing simple, repetitive, non-technical correspondence, complex correspondence, memoranda, reports, white papers, or other documents relevant to office activities in accordance with a given format and the standards of SECNAV M-5216.5, Department of the Navy Correspondence Manual dated 30 Jun 2015, utilizing Microsoft Office products.
• Planning and arranging the maintenance and preparation of information needed for budget reports.
• Organizing the flow of clerical processes in the office and in subordinate offices.

• Supporting the maintenance of existing databases such as plant and minor property by researching and collecting data, and entering, maintaining, and updating the data in various spreadsheets or databases.
• Maintaining proficiency in the Microsoft Office suite of products including but not limited to MS Word, MS Excel, MS PowerPoint, and MS Project.
• Archiving official records as needed using the guidance of SECNAV M-5210.1 CH-1, Records Management Manual dated August 2017, and using the Navy’s prescribed records management system.