Administrative Support Specialist

1 month ago

Penn Yan, United States Ladgov Corporation Full time
Job Overview

Ladgov Corporation seeks a highly organized and detail-oriented individual to fill the role of Administrative Support Specialist. This position 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:

  1. 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.
  2. 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.
  3. 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.
  4. Assist Field Staff with Food Security Act Compliance Workload:
    • Mail notification letters, gather crop history information, and maintain calendars.
  5. 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.
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. 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.
  11. Professional Development:
    • Participate in trainings, program calls, and team meetings to remain aware of current policy.

Qualifications:

  • 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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