Administrative Support Specialist

3 days ago

Bath, New York, United States LADGOV CORPORATION Full time
Job Overview

LADGOV CORPORATION is seeking a highly organized and detail-oriented individual to join our team as an Administrative Support Specialist - Payment Processing Coordinator.

Salary Information

The estimated salary for this position ranges from $55,000 to $70,000 per annum, depending on qualifications and experience.

Key Responsibilities
  • Substantiate Payment Requests: Compile and review supporting documents to substantiate payment requests, ensuring compliance with long-term contracting provisions and obligated spending limits. Confirm land control, eligibility payments limitation, and signature authority. Complete payment checklists by accessing documentation from FSA and NRCS databases.
  • Track Producer Requests for Wetland Compliance and Highly Erodible Land Assistance: Maintain wetland determination and highly erodible land case files, coordinate paperwork and record-keeping with the USDA Farm Service Agency, and track requests for appeals related to issued determinations.
  • Prepare Map Update Determinations: Update forms based on provided maps for accurate map rendering and program allocation, prepare determination letters, certified mail forms, and other necessary correspondence.
  • Assist Field Staff with Food Security Act Compliance Workload: Mail notification letters, gather crop history information, and maintain calendars.
  • NRCS Software and File Management: Gain knowledge of NRCS software (Protracts, Fund Manager, FA Tracker, Conservation Desktop, Document Management System, Excel, NEST), establish and maintain participant files in Document Management System and Protracts.
  • Easement Coordination and Monitoring: Coordinate and engage with partners and landowners on easements, maintain monitoring spreadsheets, and enter data into NEST. Navigate CUA process to obtain signatures and upload forms.
  • Review Accuracy of Documentation: Review documentation for accuracy, compliance with regulations, and justification of vouchers, invoices, claims, and statements. Process program payment information and prepare documents for District Conservationist's signature.
  • Contract Maintenance: Review existing contracts for modifications, non-compliance, transfers, cancellations, and payments, ensure completeness of documents, obtain signatures, and enter appropriate information into Protracts. Maintain hard copy and Document Management System (DMS) files.
  • Data Reporting: Assemble reports from various data sources to assist NRCS in answering data calls related to accomplished work, demand for services, and administrative tasks.
  • Administrative Tasks: Maintain Civil Rights 530 folders on SharePoint, maintain various team tracking documents on SharePoint, including completed contracts, workload progress, expiring contracts, payment, and modification tracking.
  • Professional Development: Participate in trainings, program calls, and team meetings to remain aware of current policy.
Qualifications and Skills
  • High attention to detail and organizational skills.
  • Proficiency in NRCS software and Microsoft Office applications.
  • Excellent communication and interpersonal skills.
  • Ability to work collaboratively in a team-oriented environment.
  • Understanding of NRCS New York program and financial policies.

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