The successful candidate for this position will be a 1099 contractor with Music Ministry International and be responsible for the following:

1. General

CATHOLIC PARISH LIFE ADMINISTRATIVE COORDINATOR

This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees.

1.1 Description of Services/Introduction

Provide Catholic Administrative Coordination services at US Army Garrison Chapel, Wiesbaden. This role involves assisting the Catholic Chaplain and Priest in conducting religious education services in accordance with the Roman Catholic Church's guidelines, Archdiocese for the Military Services policies, Army Regulation 165-1, and Installation Chaplain Policies.

1.2 Background

The services fall under the USAG Hawaii Chaplain’s Religious Support Program as defined in the Command Master Religious Program (CMRP). The mission of the Chaplain’s Religious Support Program is to provide military religious support activities that meet the religious requirements of Soldiers, Families, and authorized civilians. The primary goal of the Chaplains’ Religious Support Program is to ensure the free exercise of religious preference which is a statutory requirement under USC Title 10. As a non-personal services, the Coordinator is not a member of the Commander’s Staff or Command Chaplain’s Staff.

1.3 Scope

The coordinator shall provide Catholic Administrative Religious Education Coordinator to the USAG Wiesbaden Religious Support Office (RSO). This is a non-personal services contract between the USAG Hawaii Religious Support Office (RSO) and the Coordinator to perform tasks and provide deliverables identified herein. The coordinator shall become knowledgeable of the Religious Education (RE) Program through the review of SOPs, program schedules, Concept of Operations, etc. The coordinator shall attend and participate in required meetings scheduled by the Parish in order to gain and provide information pertaining to RE. The coordinator shall prepare and provide a monthly calendar of all RE events to include special seasonal events. The coordinator shall prepare and track multiple documents pertaining to RE programs during regular and seasonal time periods. Documents include the facility reservation request form, RE flyers and the attendance reports. The coordinator shall assist in the preparation of program materials for regular and seasonal RE programs. This assistance includes making copies, distribution of supplies and materials and resetting the space used at the conclusion of the RE program activities. All services should be conducted in alignment with the Archdiocese for Military Service (AMS) requirements defined in Part 4 of this Job Description.

1.4 Objectives

The Coordinator shall support comprehensive Catholic Parish Life Programs which run concurrently with the traditional academic year (AY). The Coordinator shall support and facilitate Catholic religious education activities as specified in his job description. The Coordinator shall serve as a Chaplain Corps’ special resource person who provides program support functions. The contract service provider shall consult and coordinate with the Catholic priest endorsed by the Archdiocese for the Military Services (AMS) and Garrison RSO personnel (Garrison Chaplain, Director of Religious Education, or other assigned staff).

2.0 Government Hours of Operation

Government business hours are between Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. Religious Support Office programming may be conducted outside of normal government business hours. The Coordinator shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this Job Description when the Government facility is not closed for the above reasons. When hiring personnel, the Coordinator shall keep in mind that the stability and continuity of services are essential.

This contract does not require a traditional full-time Monday through Friday 9:00 to 5:00 type work environment. Workdays and hours will vary according to the approved Calendar of Events, tasks outlined in the CLINs and the time of meetings. Some tasks may require holiday, evening, and weekend hours.

2.1 Place of Performance

The services to be performed under this contract shall be performed at USAG Wiesbaden Chapel.

3.0 Background Checks

A Tier 1 with State Criminal History Repository (SCHR) is required for Catholic Administrative Pastoral Life Coordinator.

PART 4

SPECIFIC TASKS

4.1 Basic Services:

The Contractor shall provide Catholic Administrative Pastoral Life Coordination services. These services include, but are not limited to, the tasks outlined in the following tasks 4.2. The outcomes and frequencies are detailed for each task, with standards for measurement referencing the corresponding deliverable number. All services shall be performed in accordance with the standards set forth in this Performance Work Statement (PWS).

4.2 Tasks:

4.2.1 Meeting Participation

The Contractor shall attend 100% of meetings including, but not limited to, the monthly Pastoral Advisory Counsel and quarterly Pastor Coordination Meetings in order to gather program information for the completion of Catholic Administrative Pastoral Life Coordination tasks (Para 4.2.3-4.2.8).

4.2.2 Monthly Calendar

The Contractor shall provide a monthly Catholic Community calendar to the COR and Priest NLT the final business day of the preceding month (ex: April calendar provided by the final business day of March). The Catholic Community Calendar should include important Religious Education dates, Garrison Chapel and Catholic community events, holiday closures and special Holy days (Deliverable A.018).

4.2.3 Maintain Catholic Community Registration

The Contractor shall collect registration information for members of the Catholic Community and provide an updated Catholic Community register to the COR and Priest NLT the first business day of each month (Deliverable A.019).

4.2.4 Weekly Bulletin and Announcements

The Contractor shall create a weekly Catholic bulletin to be provided to the Priest and COR NLT COB four (4) days prior to the service. The bulletin should be prepared according to specifications in program documents or SOPs provided by the Garrison RSO. The bulletin will contain information about key Catholic Community personnel, weekly Mass, and upcoming events or dates (Deliverable A.020).

4.2.4 Community Event Coordination and Publicity

The Contractor shall prepare facility reservation request forms and develop flyers for Catholic Community events (Mass, special events, Holy Days of Obligation, etc.). The Contractor shall submit prepared facility reservation requests for approval by the Priest or other Chaplain sponsor to the COR and Priest/Sponsor NLT 45 days prior to the service or event (Deliverable A.021). The Contractor shall prepare publicity flyers for all special services and events and submit to the COR and Priest/Sponsor NLT 45 days prior to the service or event (Deliverable A.022). The Contractor shall submit a report of consumed materials and supplies NLT the first business day of the month (Deliverable A.023). These items will correspond with the Catholic Community calendar and details as provided in monthly meetings (Para 4.2.1 and 4.2.2).

4.2.6 Preparation of Sacramental Records

The Contractor shall collect all supporting documentation (birth certificates, Baptism and First Communion certificates, etc.) from eligible members of the Catholic Community who are preparing to receive a Sacrament. The Contractor shall accurately prepare the corresponding AMS record in the AMS portal by preparing the document online, attaching all supporting documents and saving the record for certification and signature by the Priest. All records shall be completed within thirty (30) calendar days after the ministration of the sacrament (Deliverable A.024).

4.2.7 Support Quarterly Report (AMS)

The Contractor shall provide essential documents within the scope of this PWS specified task to assist in the preparation of AMS Quarterly Clergy reports to the COR. The COR will specify the date or NLT the 15th day of the month for quarterly submission in coordination with the priest (Deliverable A.025).

4.2.8 Record Attendance

The Contractor shall keep a record of attendance at all Catholic Community events. The Contractor shall provide monthly attendance documents to the COR NLT first business day of each month (Deliverable A.026).

4.2.9 Preparation for Religious Education Classes

The Contractor shall prepare facility reservation request forms, develop flyers for RE programs, and track weekly RE program attendance to coordinate support of the RE program during regular and seasonal RE program periods. Seasonal period programs include Advent, Christmas, Lent, Easter, Vacation Bible School, RE Kickoff. The Contractor shall submit prepared facility reservation requests for approval by the Priest or other Chaplain sponsor to the COR and Priest/Sponsor NLT 45 days prior to the service or event (Deliverable A.021). The Contractor shall prepare publicity flyers for all special services and events and submit to the COR and Priest/Sponsor NLT 45 days prior to the service or event (Deliverable A.022). The RE program attendance report shall be submitted to the COR NLT the first business day of the month (Deliverable A.026). These items will correspond with the Religious Education calendar and details as provided in monthly meetings (Para 4.2.1 and 4.2.2).

4.2.10 Preparation of Program Materials

The Contractor shall format and organize the program materials (curriculum and corresponding supplies) provided by the Priest, Director of Religious Education or other government employee for RE programs weekly during regular and seasonal RE program periods. This preparation and organization of materials shall include making copies, distributing supplies/materials to learning spaces, and reset of classrooms or RE spaces at conclusion of the program. These items will correspond with the Religious Education calendar, program documents, and details as provided in monthly meetings (Para 4.2.2.). The Contractor shall submit a report of consumed materials and supplies NLT the first business day of the month.

Special Qualifications

All services under this contract are to support the Senior Chaplain and the Senior Catholic Chaplain in charge of the Catholic Chapel Service. The Coordinator shall be experienced and fully qualified to perform the required services without any supervision or direction by Government personnel. The Coordinator shall furnish in writing to the COR any sub-Coordinator within five business days after award of the contract, to include all certifications, background checks, contact information and personal identification information (PII) of the alternate Coordinator that will participate in the performance of this contract. The coordinator shall present a neat and professional appearance during work hours, conforming to the industry standard known as “business casual”.

The coordinator shall possess the ability to present information orally and in written format (i.e., emails, minutes, bulletins, advertising, and marketing). Effective interaction with individuals from different religious groups is imperative. Ability to speak English clearly and with excellent comprehension is essential.
Coordinator personnel must demonstrate a familiarity with the Catholic faith and practices in accordance with Sacred Scripture and Tradition. Experience with a military Catholic Community and chapel environment is highly preferred.
The Coordinator shall ensure that contract they possess a current and valid driver’s license and current vehicle insurance is maintained before operating any type of vehicle or equipment on the installation.

Interested Candidates are requested to forward their resume together with three references from individuals who can attest to the candidate’s good work and steadiness. Candidates who do not possess the specific attributes/qualifications in “Special Qualifications” above need not apply. This is a part‑time position with compensation based on budget and the successful candidate’s experience

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