Administrative Assistant

Job Description

ProSidian Seeks a Administrative Assistant in CONUS/OCONUS - Great Falls, MT to support an engagement for an American agency within the United States Department of Agriculture that is committed to “helping people help the land” – their mission is to provide America’s farmers and ranchers with financial and technical assistance to voluntarily put conservation on the ground, not only helping the environment but agricultural operations, too.

The ProSidian Engagement Team Members work to will assist Montana NRCS (Natural Resources Conservation Services) Staff with the assimilation of program documentation, development of correspondence, checking documents for accuracy, processing payments, maintaining spreadsheets, etc. Other tasks include monitoring and tracking commencement and expiration of agreements and prepares agreement modifications and reviewing contract obligating documents and assist in internal auditing of agreements.

Administrative Assistant Candidates shall work to support requirements for Program Support and The Administrative Assistant follows a number of specific procedures in completing several repetitive clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file, simple posting to individual accounts, opening mail, running mail through metering machines, and calculating and posting charges to departmental accounts. Little or no subject-matter knowledge is required, but the clerk needs to choose the proper procedure for each task.

Provide support with collecting and assembling cost data and processing payment application requests and programs; reviewing a wide variety of invoices, vouchers, and other miscellaneous paperwork associated with NRCS Programs.

Assists with compiling all necessary supporting documents to substantiate payment requests, ensures that payment requests comply with provisions of long term contracting and are within obligated spending limits prior to submission of payment.

Assist with tracking producer requests for wetland compliance and highly erodible land assistance. Maintains wetland determination and highly erodible land case files including producer submitted records, conservation plans and associated maps. Tracks requests for appeals related to issued determinations.

Assists in accuracy reviews of documentation, compliance with regulations, and justification of vouchers, invoices, claims, statements and other requests for payment of goods and services; processes program payment information; prepares for District Conservationist’s signature and forwards completed document to financial management staff for payment.

Responsible for establishing and maintaining contracting files and producer records. This includes receiving and assembling program applications and collecting producer eligibility information. Responsible for compiling contract documentation including, but not limited to, conservation plans, maps, photographs, resource data and technical material.

Assists with driving Government vehicles to local shops for routine maintenance; tracks vehicle maintenance and mileage logs.

Assists NRCS staff in working between contractors and landowners regarding supplying practice statements of work and deliverables.

Schedules office machine tech support and maintenance calls.

Processes mail by use of proper postage, preparation of packages for shipment, provides drop off at delivery sites, provides pickup and distribution of packages (shipping/receiving)

Compiles contract documentation including but not limited to: conservation plans, maps, photographs, resource data, and technical material.

Assists with assembling technical notes and project documentation required to process modifications.

Provides a variety of technical information to program applicants and participants, such as specific program and land eligibility requirements.

Provides guidance to program applicants and participants on the completion of required conservation planning steps and provide basic explanations regarding practice statements of work and deliverable requirements for conservation program participation. Contractor support will defer to NRCS officials for site specific comments or questions.

Assist with uploading of photos to Toolkit and Data Management System.

Contact cooperators to follow-up on the status of conservation plan progress and transfer landowners to the appropriate staff when there are concerns with acceptance of the agreed upon conservation measures.

Some interaction with the public will be required in an office setting; some lifting may be required (boxes or files).

Qualifications

The Administrative Assistant shall have consecutive employment in a position with comparable responsibilities within the past five (5) years, Must be able to use a computer to communicate via email; and proficient in Microsoft Office Products (Word/Excel/Power point) and related tools and technology required for the position. Work products shall be thorough, accurate, appropriately documented, and comply with established criteria. The candidate shall ensure that duties are performed in a competent and professional manner that meets milestones/delivery schedules as outlined.

A bachelor’s degree is required Possess valid state-issued driver’s license; Violations must be noted before use of Govt Furnished Vehicle;

Proficient in word processing;

Knowledgeable and experienced in utilizing a variety of computer hardware and software applications, such as Microsoft Windows, Word, Excel, and Access;

Ability to use e-mail and internet browsers i.e., Microsoft Outlook and Microsoft Internet Explorer;

Knowledgeable and experienced in operating small office machines, such as calculators, fax machines, scanning devices, postage meters, and copy machines;

Knowledgeable and experienced in general office procedures, such as preparing reports, spreadsheets, and filing. Familiarity with certified mail and return-receipt mail procedures;

Capable of working independently;

Possess basic and courteous telephone skills

Ability to learn and assist with entering and maintaining information in the Natural Resources Conservation Service (NRCS) software such as Protracts, Toolkit, Performance Results System.

U.S. Citizenship Required

Excellent oral and written communication skills

Proficient with Microsoft Office Products (Microsoft Word, Excel, PowerPoint, Publisher, & Adobe)

All ProSidian staff must be determined eligible for a “Facility Access Authorization” (also referred to as an “Employment Authorization”) by the USG’s designated Security Office.

Additional Information