Administrative Assistant/Receptionist

STANDARD POSITION DESCRIPTION

Administrative Assistant

INTRODUCTION

This position is located in the USDA-Natural Resources Conservation Service office. The Administrative Assistant is employed by Southwestern NC RC&D Council, Inc.in Waynesville. The Administrative Assistant will perform a variety of administrative services for his or her assigned NRCS management monitor or director.

MAJOR DUTIES

Administrative Duties (50%)

Assists with various duties in the areas of human resources, budget, timekeeping, travel, procurement, and information processing which requires a broad understanding and detailed procedural knowledge of these types of administrative functions.

Maintains records of expenses and monitors/tracks budgets, allocations, and expenditures for travel, training, supplies, equipment, fleet cards, purchase card expenditures, AD-700s, vehicles, and other categories. Reviews and evaluates charges to determine fund usage and availability. Follows up and ensures services have been received, invoices and supporting documentation are supplied, and expenses are reasonable and justified. Takes appropriate action to resolve discrepancies.

Utilizes a wide variety of computer hardware and software to collect, review, assemble, enter, and verify data for various programs used to manage activities in the State. Retrieves data, interprets, and uses databases to prepare reports of both unique and routine nature. Develops and distributes reports. Uses NRCS computer communication systems to electronically transmit and receive data between NRCS offices and other locations.

Office Support (50%)

Organizes and maintains electronic and paper files and records, manuals, handbooks and other related materials, and appliesa disposition schedule. The employee labels and organizes files and records. Confidential records are kept secure in accordance with regulations.

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Receives telephone calls and visitors and services requests for information available from files, schedules, business plan, or the NRCS directives system. Refers callers and visitors directly to the supervisor or the appropriate staff member for questions not covered by policy or normal operating procedures. Manage appointment calendars and schedules meetings using Microsoft Outlook or equivalent software.

Receives and controls mail, including the receipt, processing, and transmitting of electronic mail. Routes items directly to the appropriate staff member for action, assembles background information before routing mail to the supervisor, answers routine questions pertaining topurchasing, and notifies the supervisor of possible delays.

Arranges meetings, including making reservations for meeting rooms and notifying all participants. Participates in selected meetings.

Prepares, reviews, and corrects outgoing correspondence and other documents for proper format, conformance with procedural instructions, correctness of grammar, typographical accuracy, and necessary attachments.

Other

Performs duties in a manner supportive of Civil Rights Policy without regard to political affiliation, race, color, religion, sex, marital status, age, handicap, or national origin. Supports and participates in the broad spectrum of safety and health program activities. Complies with all appropriate safety and health rules and regulations in the performance of assigned tasks.

Works within a team concept to develop and implement ways to improve the efficiency, effectiveness, and quality of the products and/or services provided to internal and external customers.

Performs other duties as assigned.

Knowledge Required by the Position

Knowledge of discipline/specialist work assignments, programs, and missions in order to provide clerical and administrative support to the leadership staff.

Knowledge of administrative concepts, principles, regulations, and practices in order

to perform independently such duties as tracking expenditures, performing budget-related tasks, fleet management, timekeeping, computer security, government travel,

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training, tracking suspense dates, human resources support, and other administrative

tasks.

Knowledge of the capabilities, operating characteristics, and advanced functions of a variety of types of office automation software such as word processing, spreadsheets, databases, and Power Point; and knowledge of the similarities, differences and integration of the different software types in order to prepare reports, spreadsheets, correspondence, presentations, plus performing other administrative support duties.

Knowledge of grammar, spelling, punctuation, and required formats in order to recognize and correct errors in correspondence, reports, technical papers, practice standards and other complex materials.

Ability to communicate orally and in writing in order to exchange information, provide assistance, coordinate efforts, and work effectively with internal and external partners and customers.

Supervisory Controls

The employee works under the direction of the assigned monitor or supervisor who makes assignments in terms of objectives, priorities, and deadlines. The employee works independently, drawing on a general understanding of the expected outcomes and the scope of the assignments, and draws upon experience when resolving most difficult situations that arise. The supervisor or subject-matter expert is available for guidance in unusually difficult situations or with issues that have not been previously encountered.

Work is evaluated for technical accuracy, soundness of judgment, and adherence to program requirements and directives.

Complexity

Work consists of assignments that involve various steps, processes, and/or methods prior to final completion. The employee performs a full range of duties related to small purchases, timekeeping, travel, fleet management, property, human resources, files management, correspondence, and other administrative duties. Use of automation involves many different types of software packages through a variety of

applications. The work often requires different approaches and methods from one

assignment to another.

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Scope and Effect

The purpose of the work is to provide administrative support to the Natural Resources Conservation Service throughout the State. The work involves the execution of specific rules, regulations, procedures, and policies to perform all of the administrative responsibilities of the position.

The work contributes to the efficiency of administrative actions and affects the accuracy and reliability of other processes. The work supports conservation program activities in the State.

Physical Demands

The work is primarily sedentary. There is some walking, standing, bending, and carrying of items such as books, supplies, and/or papers. No special physical demands are required to perform the work.

Work Environment

The work environment involves everyday risks or discomforts that require normal safety precautions typical of offices or similar settings. The work area is adequately lighted, heated, and ventilated.

Please be advised that you will be asked to pass a security clearance and your fingerprints will be taken.

Job Type: Full-time

Pay: $20.05 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 1 year (Preferred)

Shift availability:

• Day Shift (Required)

Work Location: In person