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Administrative Support Specialist

3 weeks ago

Troy, Michigan, United States Ladgov Corporation Full time
Job Summary

We are seeking a highly organized and detail-oriented individual to join our team as an Administrative Support Specialist. In this role, you will play a crucial part in the efficient operation of our office by managing the collection and assembly of cost data, processing payment application requests, and ensuring compliance with NRCS policies and procedures.

  • Key Responsibilities:
  • Substantiate Payment Requests:
    • Compile and review supporting documents to substantiate payment requests.
    • Ensure payment requests comply 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.
    • 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.