Receives telephone calls and visitors, answers inquiries on the basis of knowledge of NRCS programs and operations, and refers callers or visitors directly to supervisor or redirects them to the appropriate staff member.
Personally locates and summarizes information from files and documents, recognizing which information is or is not relevant to the inquiry.
Distributes, assembles, routes and dispatches mail utilizing effective and efficient methods.
Provides clerical support to Ecological, Soils and Engineering Sections as requested.
Consistent with the Agency Directive System, maintains, receives and reviews all correspondence, handbooks, bulletins, technical reports, technical notes, technical guide notices, state supplements, ecological sites descriptions, Wetland and HEL conservation compliance work items and other reference material/equipment for the state resource conservationist (SRC), state soil scientist (SSS) and state conservation engineer (SCE) and their respective staffs. Anticipates the need for material in reply to correspondence, assembles the material, and/or has it available for their use and maintains a record of distribution. On own initiative, prepares draft replies to correspondence. Maintains appropriate controls on correspondence and action documents and follows through to insure replies to correspondence and reports meet all deadlines. Reviews outgoing correspondence for conformance to policies and priorities, proper grammar, proper spelling, factual validity, and appropriate attachments.
Monitors action registers, variance requests and staff schedules, and ensures material is properly prepared and obtained in accordance with policies and procedures for Ecological Sciences, Engineering and Soils sections to ensure completion of assignments by established due dates.
Helps staff plan and prepare training sessions. Locates and reserves training facilities, solicits training candidates consistent with line and staff procedures. Ensures needed Audio/Visual and computer access equipment and services are available. Duplicates, organizes and assembles training materials. Assist with procurement of printing through Government Printing Offices.
This position arranges meetings and conferences to include space, time, agenda, and procuring background and meeting material, as needed. Makes travel arrangements for the SRC, SCE, SSS and their respective staffs, and others as requested, to include preparing travel authorizations, making hotel/transportation/car rental reservations, preparing itineraries, and preparing/submitting travel vouchers for Ecological Sciences, Engineering, and other staffs in GovTrip as requested. Prepares minutes of meetings and serves as recorder when required.
Calculates and communicates meeting and training costs to ensure compliance with Departmental meeting expense policies and approvals. Monitors planned and actual travel expenditures to ensure section travel budget's integrity.
Compiles data and prepares program reports, coordinates the preparation of technical/nontechnical material, and assembles handbooks developed by the staff. Searches for and assembles information and documents from files as required by the supervisor and staff. Organizes and maintains files, records, manuals, handbooks, and other related materials.
Uses a wide variety of office automation systems and various software packages to accomplish work which. The automation and software includes but is not limited to: Microsoft Office, Stamps.com, Access, Lync, Adobe Acrobat, Internet, SharePoint, VTC, teleconferencing, webinars, LiveMeeting, electronic communications and video projection equipment. Assignments include text editing; file creation, maintenance, and retrieval; use of message, calendar, and suspense systems; and other specialized tools in support of specific functions. The incumbent utilizes knowledge of software utilities and function commands to manipulate text to accomplish formats, revisions, deletions, and additions. Incumbent prepares in final form, a variety of narrative and statistical material, correspondence, reports, etc., for supervisor's signature. Provides software/system instruction to staff members as needed and requested. Instruction can vary from basic to advanced user levels.
Serves as Content Manager of the South Dakota (SD) Field Office Technical Guide (FOTG). Coordinates the revision, release, and archiving of the SD Technical Guide (TG) materials with supervisor, SCE and SSS. Processes, formats, proofs and edits conservation practice standards, specifications, documentation requirements, statements of work, letters, manual releases, bulletins, and policy documents.
Serves as the lead contact for SharePoint administration and maintenance, managing permission levels, data access and revisions, ensuring compliance with policies and procedures.Maintains contact with and distributes technical information to SD Technical Service Providers as needed and directed by the SCE.
Serves as State Forms Coordinator with national headquarters, ensuring that state forms are current, in correct format with national headquarters forms, and do not duplicate any existing national forms.
Serves as the Food Security Act appeal assistant creating, assembling and distributing complex Administrative Records (AR) to support agency decisions that are appealed to the National Appeals Division (NAD. These AR's are used by hearing officers (HO), appellants and/or appellant attorneys, and National Headquarters (NHQ) staff, the Office of General Counsel and Department of Justice Staff during the hearing process. In consultation with staff specialists, communicates with the NAD HO, NHQ staff, and/or attorneys to ensure records are complete, accurate and well organized.
The incumbent assists in providing phone and personal visit coverage for all staffs whenever coverage is needed. Serves as backup for the secretary to the state conservationist and program assistant in their absence and reviews/edits their respective correspondence, reports, etc., for accuracy.