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. Job Description Page 2 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, tim…

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