Administrative Support Assistant

2 months ago

Williams, United States Forest Service Full time

Incumbent performs a full range of standard/non-standard clerical and administrative assignments and resolves a variety of non-recurring problems. Work includes a variety of assignments involving different and unrelated steps, processes, or methods.
The incumbent must identify and understand the issues involved in each assignment and determine what steps and procedures are necessary and the order of their performance.
Completion of each transaction typically involves selecting a course of action from a number of possibilities.
The work requires extensive knowledge of an organizations rules, procedures, operations, or business practices to perform the more complex, interrelated, or one-of-a-kind clerical processing procedures.
Incumbent may use word processing software to produce a variety of documents.
Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations through a central processing unit.
Supports and assists with a full range of purchasing and procurement needs of the unit. Requisitions office supplies, equipment, forms, printing services, maintenance services, etc., as required. Resolves non-recurring problems.
Determines supplies needed for the office staff. Prepares the necessary requisition/procurement requests and receives and distributes supplies and special-order items.
Maintains procurement/purchasing files in accordance with Federal regulations and agency directives and ensures procurement documentation is signed and attached.
Responsible for incoming and outgoing correspondence, maintains electronic filing system and pertinent references, manuals, and handbooks.
Creates and maintains spreadsheets, tracking the location of all official records on the Unit, including all off-site buildings. Enters information into the regional and/or national databases, complying with yearly audit requests.
Computes travel vouchers, submits documents for signature, approval, and payment, and schedules travel accommodations. Reviews personal property documents involving acquisitions, transfer or disposal of items that are required to be of record.
Greets visitors and answers the telephone. Provides routine information and answers many types of inquiries on all research and/or forest activities such as the whereabouts of key personnel and directions to facilities.
Refers difficult, technical, or special questions to the appropriate staff. Maintains extensive knowledge of unit activities and can answer inquiries.
Responds to non-technical requests for information regarding office functions, status of reports, and other information as needed. Difficult, technical, or special questions are referred to the appropriate staff.
Receives data from multiple sources in multiple forms, reviews the data, and processes it to meet a variety of administrative needs. Examines documents and data for completeness, discrepancies, and other special requirements.
Enters it into existing or newly developed databases using the appropriate software systems.
Reviews outgoing correspondence prepared in the official Correspondence Database submitted for supervisor’s signature for grammatical accuracy and conformance with policy and discusses deviations or discrepancies with the author.
Establishes/maintains the unit’s files in hardcopy and/or electronic format as required. Track/maintain the Unit’s office supplies, maintain spreadsheets on inventory, review expenditure records to compare prices increases, and track budget costs.

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