RAF Lakenheath PWS - TAP Administrative Assistant.docx

Transition Assistance Program Administrative Assistant

Duties and Responsibilities

48th Force Support Squadron RAF Lakenheath

1. SCOPE

1.1 The contractor shall provide administrative assistance for the congressionally mandated Transition Assistance Program (TAP) at the Military and Family Readiness Center (M&FRC), RAF Lakenheath, UK. The contractor will work directly with the TAP program manager; and will provide basic information on the TAP process to separating service members and their families. The Contractor will refer customers to the TAP program manager for questions beyond the scope of the basic TAP process. The contractor will be responsible for tracking the TAP services of separating service members; as well as updating internal records and maintaining data in the Air Force Family Integrated Results Statistical Tracking (AFFIRST) system for service members and their families.

2. SERVICES DESCRIPTION

2.1 PRE-SEPARATION COUNSELING.

2.1.1 Contractor will coordinate with local military personnel section, on a weekly basis, to obtain listings of eligible members for separation. Contractor will contact members to schedule Pre-Separation Counseling appointments.

2.1.2 Contractor will send scheduled participants and presenters an e-mail, the week prior, as a notification reminder.

2.1.3 Contractor will put together Pre-Separation packets. Contractor will monitor supplies and notify TAP program manager of any shortages or purchasing requirements.

2.1.4 Contractor will prepare the Pre-Separation classroom for the facilitator; and clean the space after use.

2.1.5 Contractor will register members for the TAP Workshop during the Pre-Separation Counseling.

2.1.6 Contractor will update service members’ records in AFFIRST; utilizing the documents collected during counseling sessions.

2.1.7 Contractor will input Pre-Separation data into transition tracker spreadsheet(s).

2.1.8 Contractor will contact individuals to reschedule Pre-Separation Counseling; in the case of absentees.

2.2 TAP WORKSHOP.

2.2.1 Contractor will send scheduled participants and presenters an e-mail, the week prior, as a notification reminder.

2.2.2 Contractor will reschedule workshop dates for members who require another option.

2.2.3 Contractor will put together workshop packets. Contractor will monitor supplies and notify TAP program manager of any shortages or purchasing requirements.

2.2.4 Contractor will print and provide daily rosters for participant sign-in. Contractor will collect, upload, and scan daily rosters into chronologically recorded folders on the shared drive.

2.2.5 Contractor will prepare the TAP classroom for the facilitator; and clean the space after use.

2.2.6 Contractor will update attendance rosters in AFFIRST; within one business day of the workshop.

2.2.7 Contractor will contact individuals to reschedule TAP workshop, in the case of absentees.

2.3 CAPSTONE APPOINTMENTS.

2.3.1 Contractor will track members enrolled in TAP; by utilizing the tracking document identified by the TAP program manager.

2.3.2 Contractor will contact members enrolled in TAP, who are within a minimum of a 90-day Capstone window; and schedule for individual appointments with M&FRC staff members. Contractor will communicate which documents which will be required; and will send electronic copies to members once the appointment is scheduled.

2.3.3 Contractor will contact individuals to reschedule appointments; in the case of absentees.

2.3.4 Contractor will assist with reviewing DD Form 2648 at the end of Capstone appointments.

2.3.5 Contractor will notify TAP program manager when service members are ready to be cleared from Virtual Out-Processing.

2.4 ADMINISTRATIVE RECORDS

2.4.1 Contractor will maintain, organize, and update internal tracking documents; which identify service members within a 24-month period of separation. Contractor will save all internal tracking documents to the appropriate shared drive folders.

2.4.2 Contractor will update internal tracking documents on a daily basis; to include the notation of any status updates for each service member.

2.4.3 Contractor will reference internal tracking documents; in order to identify any service members who have not yet initiated the TAP process, and are within a 90-day timeframe of separation. Contractor will notify TAP program manager of any findings.

3. RECORDS MANAGEMENT

3.1 The Contractor shall comply with AFI 33-322, Records Management Program, paragraphs 7 and 10; DoD Regulation 5400.7 Air Force Supplement, Freedom of Information Act; and AFI 33-332, Privacy Act Program. Disposition of records shall be in accordance with the Air Force Records Information Management System (AFRIMS) schedule. The Military and Family Readiness Center point of contact (POC) will review all paper and electronic records; in order to ensure the above requirements are met. All created and maintained records and files shall remain the property of the Government; and shall be returned to the Government upon completion of this contract.

4. GENERAL INFORMATION

4.1 HOURS OF OPERATION. The contractor shall perform the services required under this contract, for a total of 25-30 hours per week. Normal operating hours are 0730 to 1630, Monday through Friday. Scheduled work hours must be coordinated with the M&FRC Director for approval. Work executed outside the allotted hours in the contract may only be approved by the Contracting Officer, 48th Contracting Squadron. Additional hours (if approved) will be added via a bilateral modification. No additional hours shall be worked until the modification is complete and the Contracting Officer notifies the Contractor.

4.2 FEDERAL HOLIDAYS. Contractors may not be included in the following Federal Holidays: New Year’s Day, Martin L. King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, Veteran’s Day, and Christmas Day.

4.3 OTHER CLOSURES. Contractors may not be included when the M&FRC is closed for installation “Family/Goal/Down Days” as decided by the installation Commander. Inclement weather delays and closures will be pursuant upon the Wing Commander’s direction.

4.4 DRESS CODE: Contractor will have a neat appearance, and dress professionally.

4.5 The contractor shall not be required to perform services during twenty-four hour Command directed emergency operations (EFAC-Emergency Family Assistance Center); except to report for normal duty hours at designated work location.

4.6 The contractor shall meet weekly with the M&FRC Transition Assistance Program (TAP) Core Compliance Expert, to coordinate programs and services.