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Office Assistant

2 months ago


Manhattan, United States US Department of Agriculture (USDA) Agricultural Research Service (ARS) Full time

Open to Current College/University Student


Job Description

File Management (digital, physical):

- Scan paper documents into digital formats (e.g., PDF, JPG) using a scanner and document management software.

- Organize and name digital files according to a consistent system for easy retrieval.

- Perform quality checks on scanned documents to ensure legibility and completeness.

- Dispose of expired physical files


Data Collection and Reporting:

- Collect information from staff members and various sources to compile Unit reports.

- This may involve creating and distributing surveys, conducting interviews, or extracting data from existing databases.

- Compile data into reports such as staff publications lists, departmental accomplishments, or other summaries.

- Maintain spreadsheets or databases to track and organize collected information.


Website Maintenance:

- Update and maintain Unit scientist webpages, involves editing text content, uploading images and documents, and ensuring proper formatting.

- Monitor website functionality and report any issues to the appropriate personnel.


General Clerical Tasks:

- File physical and electronic documents according to established procedures.

- Assist with organizing office supplies and equipment.

- Perform basic data entry tasks as needed.

- Be adaptable and willing to learn new clerical duties.


Duties include:

  • - Assist with general clerical and office duties for Unit staff as assigned by the Research Leader, including:
  • - Digital file creation and management
  • - Records management and disposal
  • - Data collection and reporting
  • - Website maintenance
  • - Other general clerical tasks


Location: Manhattan, KS




Please NOTE: This internship is located in Manhattan, KS and requires interns to do work in-person. This position is limited to local commuting area candidate only (within 50 miles radius).


Hours per week: Flexible



Preferred majors:

  • Any major with demostrated preferred skills


Education Level:

  • Undergraduate students
  • Graduate Students



Desired Skills:

  • Proficiency in using office software like Microsoft Office Suite (Word, Excel) and Adobe and web page management
  • Strong attention to detail and accuracy
  • Excellent communication and interpersonal skills
  • Ability to prioritize and manage multiple tasks effectively
  • Time management skills to meet deadlines


Requirements Conditions of Employment

  • You must be a US Citizen or US National.
  • Must be in good academic standing as defined by their academic institution.
  • Unofficial Transcript can be used when applying for the position
  • Satisfactory Background investigation and/or fingerprint check.
  • The position is renewable, based upon effective performance, availability of funds, and program needs, with the possibility of a multiple-year appointment.


Documents to have when applying:

  • Resume


Pay information:

  • Undergraduate students (Associates and Bachelor's degree seeking students): $17.20
  • Graduate students (Masters and Doctorate degree seeking students: $18.75



How to apply:


  1. Complete HACU Application via:
  • New Applicants
  • Returning Applicants


The internship with the USDA that you were selected for is offered through a third-party provider – the Hispanic Association of Colleges and Universities (HACU). You need to complete their application before the official offer letter can be drafted and sent for your review.


Note: You do not need to wait on documents such as official transcripts, references, and so on to submit your application. You can upload a placeholder in its place and submit via email when you receive them.