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Administrative and Records Specialist
3 months ago
Wage/Hr:$39.99Hours/Week:30-40 hrs per week/Estimated 2080 hoursMinimum Age:55
The United States Geological Survey (USGS) Experienced Services Program (ESP) was established to create a unique partnership to help solve the workforce issues facing government agencies. The USGS ESP connects experienced workers (age 55+) to provide scientific, technical, and administrative services in support of the USGS mission. The experienced workers participating in the ESP are referred to as ?enrollees? and are not employees of USGS or National Experienced Workforce Solutions (NEW Solutions). NEW Solutions is the ESP non-governmental organization responsible for administrative aspects of the ESP, and the enrollees work under USGS direction based on the functions in this job description. USGS ESP enrollees benefit from the opportunity to mentor and to engage in gainful project-based work, and to undertake meaningful tasks using their experience and talent to contribute to the environment, the national economy and their own financial security. A background security investigation may be required prior to start date. Location, hours and hourly pay are noted in this position description. USGS ESP positions are meant to provide temporary support with this position being funded for approximately 2080 hours at 30-40 hours per week. (this is subject to change based on budget and other factors). Must live within local commuting distance of the Menlo Park area (South of San Francisco) and willing to work onsite at the USGS office at Moffett Field, CA.
Qualifications:Minimum of 5 year(s) of experience in Records and files management, administrative and financial management OR AA Degree in Business Accounting, Administrative Management
- Experience required with Windows, Apple Macintosh, MS Word, MS Excel, MS PowerPoint, ARCVIEW (GIS), MS SharePoint, MS Teams, MS Outlook, Adobe
Inventory scientific and administrative records according to the ESC File Plan in accordance with National Archives and Records Administration (NARA) guidelines and policies. Assist the Records Liaison in completing the ARCSIS NARA data base before 6/30/2024. Perform a variety of Administrative and Financial Management duties as assigned.
- Establishes, updates, and maintains office records of various types. Purges, and disposes of office records/files in accordance with regulations and procedures. Maintains file plan in accordance with regulations. Inventory records in many formats including paper and electronic media. Prepare records boxes with inventoried records, including in the box required NARA forms/paperwork. 50%
- Uses varied functions of multiple office automation software to produce a wide range of documents, formats, etc. Assists in developing look and format of reports and in identifying and solving problems in existing methods or procedures. Assists in developing training aids for use by office members and providing them with hands-on-training. May create elementary macros to simplify and expedite assignments and provide instructions on their use to others in the office. Performs simple troubleshooting of system and/or software problems encountered by co-workers. Transmits and receives documents and messages electronically using network or internet connected personal computers. 20%
- Prepares a variety of correspondence, reports, and other documents. Composes non-technical correspondence, requests for information, and letters of acknowledgment or notification. Consolidates information from system and files for various reports in accordance with established reporting procedures. Gathers and summarizes information from files and documents for supervisor's or other staff members use. Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format. 20%
- May perform other administrative or financial management duties such as reconciling transactions, running reports from automated software, preparing invoices for payment, etc. 10%
Other:
- There will be some mandatory training to obtain clearance for access to computer systems. Ethics and Records Management Training are also mandatory.
- USGS, Department of the Interior and National Archives and Records Administrative (NARA) TRAINING. DOI Mandatory Training as required
- Travel Requirements: Possible travel to the Pasadena, CA and Seattle, WA offices to inventory on-site records
- Overnight travel: 2-3 trips, 2-3 nights in a week
- Air travel anticipated: 2-3 trips, 2-3 nights in a week
- Rental cars: Authorization of rental car will be determined at the time of travel arrangement
- Government Vehicle Training: Drivers License, Driver Safety Training that can be accomplish on the job.
- Physical requirements: Standing, sitting for long periods at a computer, lifting boxes up to 10-12 pounds, opening file cabinets and moving files to boxes.
NEW Solutions is committed to promoting equal opportunity and to an environment free from discrimination and harassment in any form administering Experienced Worker Programs under cooperative agreements with federal agencies. It is NEW Solutions' policy to comply with all applicable laws that provide equal opportunity and to prohibit unlawful discrimination in enrolling participants in the federal programs.
