Attachment_6_-_Sample_Administrative_Task_Request_0006.pdf

ORIGINAL SAMPLE ADMINISTRATIVE TASK REQUEST 0006, 01/08/2015

Domestic Administrative Support Services Performance Work Statement

Division of Public Health Systems and Workforce Development

Independently provide for Administrative Support Services to satisfy the overall operational objectives of the Division of Public Health Systems and Workforce Development.

Office of the Director, Principal Deputy Director

Service Requirement 1:

Respond to requests and provide support to the Principal Deputy Director (PDD) in activities for which the PDD is responsible.

Provide full range of administrative support services, in areas such as travel, personnel, procurement, time and attendance, and facility management.

Perform as liaison, obtaining use of services, supplies, or equipment for the office.

Receive, refer and contact members of staff, agency, and persons outside the agency, including high level contacts with visitors and callers from within and outside CDC.

Assess administrative processes and make recommendations for improvements.

Develop correspondence, presentations, briefing materials, and other written communications materials as needed such as:

1. Assist with scheduling appointments, coordinate meetings, and schedule conferences.

2. Provide background on subject matter of meetings.

3. Make administrative arrangements as required, inclusive of domestic and foreign travel arrangements.

Input data into spreadsheets and databases.

Make copies.

Fax and electronically scan documents.

Hand delivers documents to other CDC buildings.

Retrieve tickets from travel agency which may require domestic travel as defined herein.

Pick up and distribute mail on a regular basis.

prioritize competing requirements in a fast-paced high level office.

Maintain high level of organization while providing service.

Communicate in a professional manner with all levels of staff and external partners.

Exercise discretion about sensitive information at a center level.

Exercise excellent interpersonal, organizational, and problem solving skills.

Communicate well both orally and in writing.

Core Hours: This service is full time requiring 40 hours per week in accordance with the established core duty hours.

Hours Beyond Core Hours: This service requires 40 hours above and beyond the core hours for the duration of the established period of performance.

Period of Performance: July 1, 2015 through June 30, 2016

Place of Performance: TBD. Point of contact: TBD

Domestic Travel: Tasks may at times require local travel between Atlanta CDC campuses.

International Travel: N/A

Minimum Experience:

Bachelor’s Degree in Business Administration (Management specialty)

Experience and knowledge of administrative functions, including experience with data entry and computer software, such as electronic mail, e-calendar, Excel, PowerPoint, and Word.

Three years of experience in conducting the above activities is the minimum qualification.

Teleworking: This service is eligible for teleworking no more than 2 days per week. The following Government Furnished Equipment is available for contractor’s use: Laptop and keyfob.

Office of the Director, Global Travel Office

Service Requirements 1 - 3:

Prepare international travel orders to the satisfaction of divisions, branches, teams and units accordingly.

Receive and process travel request forms from traveler with specific needs and requests.

Create travel shell in GovTrip (CDC's computerized travel system).

Assist with airline reservations and hotel reservations as requested using Omega Travel.

Enter airline reservations into the GovTrip system.

Complete and finalize all travel voucher information.

Check official passport and visa requirements and embassy clearances and process Visa and passport applications.

Prepare Foreign Travel Notification and prepare cables for country clearance.

Process travel orders, Notifications of Foreign Travel, and cables.

Oversee all booking and ticketing for all modes of travel for the CDC COGH and ensures that all travel complies with the Federal Travel Regulations (FTR).

Manage work flow (i.e. ensure travel process is followed by travel staff).

Monitor travel boxes to ensure work flow is moving and consistent.

Amend and modify orders.

Assist in conducting monthly meetings with travel staff to establish priorities, guidance, and policy.

Direct any unusual or controversial work related issues to the attention of the GTO Supervisor.

Assist travel preparers and/or traveler with travel related issues.

Resolve outstanding issues with travel procedures and related issues after travel is accomplished.

Complete and submit travel requests for permanent change-of-duty stations.

Complete and finalize all travel voucher information.

Prepare travel and upcoming travel reports.

Maintain accurate files on all transactions.

Communicate well both orally and in writing

Work well with others, manage multiple tasks, review and input data into various computer software systems.

Core Hours: Each service is full time requiring 40 hours per week in accordance with core duty hours.

Beyond Core Hours: Each service requires 15 hours beyond the established core hours through the established period of performance.

Period of Performance: July 1, 2015 through June 30, 2016

Place of Performance: TBD Point of Contact: TBD

Domestic Travel: N/A

International Travel: N/A

Minimum Experience:

High School Diploma

Minimum of two years’ experience as an office assistant or equivalent

Proficient in software applications such as e-mail, Excel, and MS Word

Service Requirements 4, 5, and 6:

Prepare international travel orders to the satisfaction of divisions, branches, teams and units accordingly.

Receive and process travel request forms from traveler with specific needs and requests.

Create travel shell in GovTrip (CDC's computerized travel system).

Assist with airline reservations and hotel reservations as requested using Omega Travel.

Enter airline reservations into the GovTrip system.

Complete and finalize all travel voucher information.

Check official passport and visa requirements and embassy clearances and process Visa and passport applications.

Prepare Foreign Travel Notification and prepare cables for country clearance.

Process travel orders, Notifications of Foreign Travel, and cables.

Oversee all booking and ticketing for all modes of travel for the CDC COGH and ensures that all travel complies with the Federal Travel Regulations (FTR).

Manage work flow (i.e. ensure travel process is followed by travel staff).

Monitor travel boxes to ensure work flow is moving and consistent.

Amend and modify orders.

Conduct monthly meetings with travel staff to establish priorities, guidance, and policy.

Direct any unusual or controversial work related issues to the attention of the GTO Supervisor.

Assist travel preparers and/or traveler with travel related issues.

Resolve outstanding issues with travel procedures and related issues after travel is accomplished.

Receive travel request forms from traveler with specific needs and requests.

Complete and submit travel requests for permanent change-of-duty stations.

Complete and finalize all travel voucher information.

Prepare travel and upcoming travel reports.

Maintain accurate files on all transactions.

Proficient in software applications such as e-mail, Excel, and MS Word

Communicate well both orally and in writing

Work well with others, manage multiple tasks, review and input data into various computer software systems.

Core Hours: Each service is full time requiring 40 hours per week in accordance with core duty hours.

Beyond Core Hours: Each service requires 15 hours beyond the established core hours and through the established period of performance. N/A

Period of Performance: July 1, 2015 through June 30, 2016

Place of Performance: TBD Point of Contact: TBD

Domestic Travel: N/A

International Travel: N/A

Minimum Experience:

High School Diploma

Minimum of two years’ experience as an office assistant or equivalent

Service Requirement 7:

Review international travel orders and international travel requests in accordance with existing/changing division standards for the division, branches, teams and units.

Maintains current knowledge of and answers questions for employees and travelers on procedures, policies, directives, etc. and obtains needed information or decisions from supervisor on problems that come up.

Distributes and balances the workload among employees in accordance with established work flow or job specialization.

Give on-the-job training to new employees in accordance with established procedures and practices.

Answer phone lines for CGH-GTO International travel and route calls to appropriate staff.

Review all incoming international travel requests received in CGH GTO mailbox for accuracy and completeness, while ensuring all required information is included on international travel request forms and all required signatures have been obtained.

Return incomplete travel requests to the traveler and or point of contact for additional information as needed.

Forward “complete” travel request to next level Team Lead for assignment to preparer.

Track conference approval justifications sent to point of contact to obtain travel processing approval.

Send correspondence to Management Officials regarding conference approvals.

Enter data into tracking sheet (traveler’s name, date of departure, date request was submitted to COGH- GTO, date returned to traveler for additional information, date sent to Travel Team Lead, and name of Travel Team Lead )on daily basis so reports can be presented to upper management as requested.

Create a filing system by travel date to archive data.

Proficient in software applications such as e-mail, Excel, and MS Word

Communicate well both orally and in writing

Work well with others, manage multiple tasks, review and input data into various computer software systems.

Core Hours: This service is full time requiring 40 hours a week in accordance with the established core duty hours.

Beyond Core Hours: This service requires 30 hours beyond the established core hours and through the established period of performance.

Period of Performance: July 1, 2015 through June 30, 2016

Place of Performance: TBD Point of Contact upon arrival: TBD

Domestic Travel: N/A

International Travel: N/A

Minimum Qualifications:

Bachelor’s Degree in Business Administration

Minimum of three years’ experience as a team leader or equivalent.

Special Notice: At any time any service within this task order PWS may no longer be required and a modification will be issued reflecting the removal of this particular service.

Telework Notification: Services already approved for teleworking within this task order are permitted to telework during instances for which CDC Facilities (i.e. natural disaster, water main break, etc.) are closed but teleworking is authorized/encouraged. Services not authorized for telework may or may not be authorized for “Situational Telework”. As such please reference each individual service for details.

Please note that services should not be provided for what so ever in the event that Atlanta CDC Offices are closed for business.

Government Furnished Property:

The Government will provide contractor personnel with an office environment typically provided to Government personnel that includes workstations, facsimile, telephones, and computers with access to the Internet and local area network (LAN). Government will issue a blackberry, printer, and laptop if deemed necessary to complete the requirements of the task order.

Core Hours of Operations for all services herein:

Monday – Friday, 8a.m.-4:30 pm excluding federal holidays (listed below) and weekends. The work day shall consist of 8 duty hours with a 30 minute lunch. The start and end times may be adjusted by assignment area, as deemed necessary to accommodate required support in the respective organization, as long as the 8 duty hours a day are met. Start times for all positions must occur between 7:00 a.m. and 9:00 a.m. The normal 8 duty hours shall be calculated from the start time agreed upon between the contractor and each individual contractor employee.

Federal Holidays

New Years Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

***Or any other day declared a federal holiday by executive order***

Clearances as required for all services herein:

Work under this task order is unclassified; however, all CDC contractors are required to undergo a National Agency Check and Inquiries (NACI) investigation, fingerprinting, and acquire a user ID for security-clearance work at CDC campuses. If necessary, the contractor will be required to provide clearances for personnel requiring access to Government computers and workstations.

Performance Evaluation Summary

In general, the deliverables completed by the Contractor will be evaluated in terms of how well the requirements of the contract are satisfied. The Contracting Officer Representative (COR) will utilize Validated User Customer Complaints to ensure there is a match between actual and expected performances. If there are discrepancies, a Contract Discrepancy Report (below) will be used to communicate these performance concerns to the Contractor, and follow through to ensure performance gaps are closed.

Task/De liverable

Performance

Standard/Indicato r

Acceptable Quality Levels Surveillance

Method

Incentives

Each

Individu al

Service as outlined within

PWS.

Timeliness and/or

Quality

All services will be provided for as outlined within the applicable

PWS and in accordance with the contact/task order terms and conditions. Services will be conducted and completed within program established timelines established.

No unresolved Contract

Discrepancy Reports for any individual service during any individual calendar month.

Validated

User

Customer

Complaints

Vendor’s failure to resolve CDR within PGO established timeframe will result in reporting of failure to perfom service succesfully in the

Contractor’s

Performance and Reporting

System

(CPARS).