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Business Support Specialist VII

2 weeks ago

Bozeman, Montana, United States Akima, LLC Full time

Akima is hiring a Business Support Specialist to provide administrative/clerical support services at Northern Rocky Mountain Science Center's (NOROCK) primary facility located in Bozeman, MT. 

About NOROCK:

NOROCK has primary responsibility for mountain and prairie ecosystems in the Midcontinent Region on some of the nation's premier national parks and other protected areas.  The mission of NOROCK is to develop, integrate, and disseminate ecological knowledge necessary to understand the causes and predict the consequences of change and to improve the conservation and management of natural resources in interior western landscapes and the nation. Clients of NOROCK are other Interior agencies, Federal and State agencies, academic institutions, non-governmental organizations, industry, and the general public.  Scientists at NOROCK conduct basic and applied research on vertebrate and invertebrate populations, communities, watersheds and ecosystems.  Focus is on ecologically or politically sensitive ecosystems and populations and the human forces or impacts that drive their change.

The Operations and Communications Branch provide services in the areas of human resources, budget, procurement, contracting, maintenance and facilities, safety and other administrative functions, and supports UMESC management through implementation of the policies and procedures of the agency.

Responsibilities

Tasks include, but are not limited to the following:

Receptionist Interaction:

  • Provide front desk and reception duty coverage and must provide exceptional customer service.
  • Responsible for receiving and signing for deliveries, answering phone, transferring calls, processing and delivery of mail and package notifications, as well as, fulfilling accounting duties.

Clerical Duties:

  • Perform a variety of word processing duties such as compose/type correspondence, reports, forms, and labels from a multitude of sources, scan and edit a variety of documents; dispatch all incoming and outgoing mail in accordance with current  security/safety requirements including FedEx, UPS or other overnight deliveries and record them appropriately, coordinate and notify delivery recipients, approximately 15 deliveries per day; maintain and order FedEx, UPS and USPS mailing supplies and forms, approximately 1 time per month.
  • Provide monthly reviews of staff credit cards statements to ensure proper documentation has been submitted with statement.
  • Provide backup coverage for processing non-referencing payments and credit card adjustments in Financial Business Management System.
  • Assist staff with documenting current procedures for posting on internal organization website.

Administrative Assistant Duties:

  • Coordinate staff personnel actions with Administrative Officer.
  • Track employee appointment dates and reports statuses to supervisors and the Administrative Officer.
  • Assist supervisors with completing document requirements for various personnel actions including promotions, conversions, extensions and recruitments.
  • Update Organizational chart as needed.
  • With the oversight of senior administrative staff, will enter personnel actions into the personnel system.
  • Coordinate the physicals of new federal appointments with the supervisor, applicant, and service provider.
  • Work with the supervisor to appropriately fill physician requirements on the federal physical form.
  • Sends the future employee along with their position description to the designated provider.

Entry on Duty:

  • Assist new employees with Entry on Duty requirements including outlining necessary training requirements and coordinating needs identified by supervisors.
  • Follow up with staff and supervisors to ensure new employees complete all identified requirements.
  • Maintain records of the status for each employee and reports weekly the status of all employees to the Administrative Officer.
Qualifications
  • 2-3 years' administrative type experience (including Receptionist, Clerical, Administrative, Business Support, and other relevamt skills).
  • Must be US Citizen able to obtain and maintain customer background check /PIV card before starting work.
  • Must have experience communication with senior leadership and personnel includig having a positive attitude and professional presence.
  • Must have multi-tasking experience and ability to re-prioritize throughout the day.

Highly Desireable:

  • Experience with CONCUR travel system a plus.
  • Prior Government experience a plus.
  • Basis+ experience helpful.
Job ID

Work Type

On-Site
Company Description

Work Where it Matters

Akima Systems Engineering (ASE), an Akima company, is not just another federal systems support contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.

At ASE, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.

For our shareholders, ASE provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.

For our government customers, ASE delivers solutions in maritime IT, systems engineering, and integration across the Department of Defense and stands ready to help improve operational performance at a reasonable and sustainable cost.

As an ASE employee, you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.