Individual Placement - Administrative Support Assistant

Student Conservation Association

About The Position

The purpose of the position is to provide administrative and clerical support to Big Bend National Park Headquarters. Hosting Organization Big Bend National Park

Requirements

The ability to stay focused while also re-prioritizing tasks based on ever-evolving needs.
A desire and interest to learn more about administrative support work for national park units.

Nice To Haves

A strong understanding of Microsoft Office Suite, strong communication skills, and the ability to type quickly and accurately.

Responsibilities

Answer the telephone and greet visitors.
Provide general information and direct visitors to appropriate personnel for specific information.
Receive and distribute incoming mail, and prepare outgoing mail for delivery.
Help maintain central filing systems.
Assemble reports, files, and documents relating to calls.
Work with budget personnel on finance and budget projects as needed.
Prepare program documents, record expenditures from purchase documents.
Provide monthly statements of commitments, obligations, and the status of funds, with recommendations.
Make recommendations for improving processes.
Serve as travel coordinator as requested.
Help prepare travel documents, including authorizations and vouchers.
Provide technical assistance to travelers.
Review and audit travel prepared to ensure valid accounts, regulatory, policy, and other required guidelines are met.
Track- outstanding travel authorizations and take steps to ensure completion of travel vouchers in a timely manner
Assist in inputting time/attendance reports for employees and transmittal according to specified time schedules.
Assist with scheduling of meetings and tracking taskings for headquarters.
Answer employees' questions, or find the right person to get answers from.
Perform or oversee supply functions including receiving incoming supplies, materials and equipment, checking items against acquisition documents for completeness, and resolve discrepancies.
Use computers and appropriate software for data collection, analysis and collating.
Prepare reports, forms and tabular material, providing proper spacing, heading and arrangement for ease of understanding and information processing.
Type in final form from field notes, meetings, or drafts, correspondence, including letters, memoranda, and reports, checking for proper format.
Maintain the park's property inventory records, ensuring all property is properly numbered and accounted for.
Assist with the disposal of excess property in accordance with applicable procedures.
Assist supervisor in the annual inventory of property.