Administrative Assistant (Baldwin)

Heartland Consulting • Baldwin, WI

396d

About The Position

The Administrative Assistant position at the USDA's Natural Resources Conservation Service (NRCS) involves providing comprehensive administrative support related to the processing of Farm Bill applications and contract management. The role includes tracking contracts, ensuring documentation accuracy, and assisting with human resource management and financial operations. The assistant will also engage with the public, providing information and guidance on various programs and payment processes.

Requirements

• Must possess and maintain a state-issued driver's license.
• Experienced in utilizing a variety of computer hardware and software, including Microsoft Windows, Outlook, Word, Excel, PowerPoint, Access, and Teams.
• Proficient in Adobe Acrobat Professional and able to use Microsoft Outlook for email and calendars.
• Experienced in operating small office machines such as calculators, fax machines, scanners, and copy machines.
• Knowledgeable in general office procedures, including preparing reports, spreadsheets, and filing.
• Ability to learn and utilize agency-specific software and web-based applications.
• Familiarity with certified mail and return-receipt mail procedures.
• Skillful in working and communicating with the general public.
• Capable of working independently and possess basic telephone skills.
• Must be able to pass a Government background check.
• Fluent in English.

Responsibilities

• Properly process Farm Bill applications and provide administrative support for ranking, pre-approval, and approval workload.
• Support contract management regarding payment processing, scheduling, and associated correspondence.
• Assist with local staffing support for mission support services in human resource management, property and procurement, and financial management.
• Track Farm Bill contracts and technical service provider projects; review and assemble documentation for contracts and payments.
• Examine files for completeness and correct obvious errors.
• Enter contract data into agency-specific software programs and prepare reports.
• Process applications and certifications of eligibility; review payment requests and verify payment documents.
• Remediate problems with applications and recommend changes in procedures to prevent delays.
• Establish a schedule for regular visits to field offices and assist in developing a quality review process for field offices.
• Provide timely answers to policy questions and help customers understand needed paperwork for payment requests.
• Prepare and process documents and correspondence, ensuring accuracy and completeness.
• Assist in accounting functions related to customer orders, including billing and collections tracking.
• Assist staff with purchasing, records management, and correspondence management.
• Gather data for reports, input information into databases, and help with special projects.
• Review and verify technical and professional materials for format and grammatical accuracy.
• Maintain office files, manuals, and reference library according to NRCS guidelines.
• Answer telephone calls and greet visitors, interacting with the public in an office setting.

What This Job Offers

• Job Type: Full-time
• Industry: Crop Production
• Education Level: No Education Listed