Program Assistant

This is a Grant Funded position paid for by the Northwest jobshiringnearme.org District with NRCS Funding.

This grant is managed by the CT Council on Soil and Water jobshiringnearme.org

POSITION: PROGRAM ASSISTANT

Salary: $21.22/hour, adjusted annually.

Duration: 17 months or less

POSITION PURPOSE

This is an administrative and technical support position responsible for processing and maintaining records related to Natural Resources jobshiringnearme.org Service (NRCS) programs, the day-to-day business and office process of the NRCS and working with private landowners who contact NRCS for assistance.   

Day to day reporting will be to the NRCS District Conservationist who will direct assignments and workload. The position is responsible for processing and maintenance of records related to NRCS conservation planning programs and the day-to-day business and office processes of the NRCS.

Location: This position is in Connecticut at 1185 New Litchfield St, Torrington, CT.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages and processes conservation program applications and informs participants of eligibility requirements. Processes customer applications and certifications of eligibility. Analyzes problems with applications and takes remedial actions. Recommends changes in procedure when necessary to prevent recurrence of similar problems that may delay obtaining certifications of eligibility.
• Tracks the status of Farm Bill contracts through reports and communications with staff; reviews payment requests and verifies payment documents to ensure complete information is provided and all data is added to the files or is properly matched for approval by the District Conservationist. Examines files to ensure information on each document is complete and corrects obvious errors as needed. Enters contract data into agency-specific software programs and prepares reports.
• Answers the phone and responds to requests for information in a timely manner. Maintains a list of producers who have requested site visits and assists the District Conservationist by reviewing this workload regularly.
• Maintains information and enters New Farmer contacts and Brief Technical assistance requests into agency-specific software, and maintains a list as back-up to software
• Drafts and finalizes contract administration letters and documents related to status reviews, contract implementation, contract modifications, and potential cancellations or terminations.  Mails certified letters and tracks their return response. Maintains contract documents in case files and ensures case files are up-to date.
• Assists staff with planning workload by developing customer files and entering data into agency software tools. Provides resource information to customers, including soils maps, aerial photographs, and other locally important data.
• Provides a variety of information to landowners and other program participants, to include specific program and eligibility requirements; guidance on completion of required program Application materials; and explanations regarding contract payment processes and paperwork requirements. Works to ensure necessary information is available in a timely manner by responding to questions involving established policy or routine matters.
• Implements targeted outreach and marketing efforts through mass mailings as assigned; works with NRCS Public Affairs Specialist to assist with the development of needed brochures and other outreach information including visual displays for local meetings, conferences, etc. Assists with outreach events to promote NRCS programs and assistance.
• Receives and completes requests for statistical or informative material regarding NRCS programs, advises technical staff of need for Information.
• Assists the District Conservationist, ASTC-FO, and/or others to conduct business planning activities and track performance. Maintains and regularly updates reports on workload progress. Assistance includes securing information from appropriate staff members and assuring activities are properly tracked, documented, and recorded.
• Works with the Farm Service Agency (FSA) and land operators to ensure the applicant is current with program eligibility and payment limitations.
• Assists with all assigned functions related to financial and programmatic audits.
• Tracks office supply orders, vehicle use and maintenance.
• Performs related duties as assigned.

CONDITIONS OF EMPLOYMENT

• Must possess and maintain a valid state motor vehicle operator’s license for the type of vehicle(s) operated to perform the duties of the position. This will require the operation of a motor vehicle on public and private roads during daylight hours and occasionally after dark.
• Position is 40 hours a week, Monday to Friday, in person.  The hours will be set with the NRCS Staff Supervisor and shall include an unpaid half-hour meal break.
• One 15-minute meal break will be allowed every four-hour work period.  These breaks may not be combined or taken at the end of the day.
• Pay periods are monthly.
• The current paid time off days for permanent full-time employees include 5 paid sick days; 3 paid personal days.  After 1 year, employees will be eligible to accumulate 10 days per year, one day is added for each additional year of full-time employment up to a maximum of 15 days.
• Sick leave has a maximum accumulation of 40 workdays.
• Holiday leave – 10 Federal/State holidays.
• Paid health insurance for the employee is optional and not guaranteed at 100% of the premium.
• All terms and conditions of employment are governed by the Personnel Policies of the Northwest jobshiringnearme.org District and applicable State and Federal Law

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of simple and routine administrative duties related to answering phones, mailings, filing and record management, tracking of contracts, funds, and assembling documentation for payment in a timely manner to comply with prompt payment requirements.
• Skill in operating personal computers, related software, hardware, and printing equipment in order to create and generate reports, to locate and extract electronic files from the Internet and other electronic sources, and to format information for electronic dissemination. This includes knowledge of and skill in using Microsoft software such as Access, Excel, Front Page, Outlook, PowerPoint, Publisher, and Word. Incumbent will also learn to use agency specific software, SharePoint, Web Soll Survey, and other web-based tools.
• Knowledge of administrative procedures and processes and applicable automated systems associated with the lean statistics to include Microsoft Excel, Microsoft Power Point
• Knowledge of basic administrative processes in order to follow filing and tracking procedures for all offices.

PHYSICAL DEMANDS

The work is sedentary but involves some light to moderate lifting and carrying. The incumbent is required to perform repetitive work involving the use of arms and hands. Use of a computer keyboard is required.