Administrative Assistant - HI

ProSidian is a Management and Operations Consulting Services Firm focusing on providing value to clients through tailored solutions based on industry leading practices. ProSidian services focus on the broad spectrum of Risk Management, Compliance, Business Process, IT Effectiveness, Energy & Sustainability, and Talent Management. We help forward thinking clients solve problems and improve operations.

Launched by former Big 4 Management Consultants; our multidisciplinary teams bring together the talents of nearly 190 professionals nationally to complete a wide variety of engagements for Private Companies, Fortune 1,000 Enterprises, and Government Agencies of all sizes. Our Services are deployed across the enterprise, target drivers of economic profit (growth, margin and efficiency), and are aligned at the intersections of assets, processes, policies and people delivering value.

ProSidian clients represent a broad spectrum of industries to include but are not limited to Energy, Manufacturing, Chemical, Retail, Healthcare, Telecommunications, Hospitality, Pharmaceuticals, Banking & Financial Services, Transportation, Federal and State Government Agencies. Learn More About ProSidian Consulting at www.ProSidian.com.

Job Description

ProSidian Seeks a Administrative Assistant in CONUS/OCONUS - Honolulu, HI to support an engagement for an American agency within the United States Department of Agriculture that is committed to “helping people help the land” – their mission is to provide America’s farmers and ranchers with financial and technical assistance to voluntarily put conservation on the ground, not only helping the environment but agricultural operations, too.

The ProSidian Engagement Team Members work to assist NRCS Pacific Islands Area Staff with the assimilation of program documentation, development of correspondence, checking documents for accuracy, processing payments, maintaining spreadsheets, etc. Other tasks include monitoring and tracking commencement and expiration of agreements and preparing agreement modifications, reviewing contract obligating documents, and assisting in internal auditing of agreements.

Administrative Assistant Candidates shall work to support requirements for Program Support. In addition to secretarial duties (filing, taking phone calls, scheduling appointments/meetings, taking meeting minutes, and signing for incoming deliveries), this position will provide administrative support to executive staff in the state office in Honolulu, HI with office management responsibilities to include budgeting, personnel records, setting up video conferences, teleconferences and tracking tasks. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials. The Administrative Assistant will support the Director and other Leadership Team members as directed.

1. Provide support with collecting and assembling cost data and processing payment application requests and programs; reviewing a wide variety of invoices, vouchers, and other miscellaneous paperwork associated with NRCS Programs.
2. Assist with compiling all necessary supporting documents to substantiate payment requests, ensuring that payment requests comply with provisions of long term contracting and are within obligated spending limits prior to submission of payment.
3. Assist with tracking producer requests for wetland compliance and highly erodible land assistance. Maintain wetland determination and highly erodible land case files including producer submitted records, conservation plans and associated maps. Track requests for appeals related to issued determinations.
4. Responsible for establishing and maintaining contracting files and producer records. This includes receiving and assembling program applications and collecting producer eligibility information. Responsible for compiling contract documentation including, but not limited to, conservation plans, maps, photographs, resource data and technical material.
5. Assist with driving Government vehicles to local shops for routine maintenance; track vehicle maintenance and mileage logs.
6. Provide a variety of technical information to program applicants and participants, such as specific program and land eligibility requirements.
7. Provide guidance to program applicants and participants on the completion of required conservation planning steps and provide basic explanations regarding practice statements of work and deliverable requirements for conservation program participation. Contractor support will defer to NRCS officials for site specific comments or questions.
8. Assist agency staff with program documentation, including but not limited to preparing and processing documents and correspondence, checking documents for accuracy and completeness, gathering information, reconciling payment documents, recording data, establishing and maintaining files, and transmitting information.
9. Assist staff with CONCUR (or similar system) to prepare and review Travel Authorizations and vouchers for NRCS staff as necessary. Review vouchers for proper documentation, and compliance with Federal Travel Regulations (FTR) and agency guidelines.
10. Assist staff with travel arrangements, purchasing, records management and correspondence, mail management and distribution, and other administrative services in support of any NRCS program or operation. Assist staff with preparing reports and answering inquiries. Gather data for reports, input information into databases and help with special projects.
11. Contact cooperators to follow-up on the status of conservation plan progress and transfer landowners to the appropriate staff when there are concerns with acceptance of the agreed upon conservation measures.
12. Some interaction with the general public in an office setting. Work directly with conservation partners, program technicians in the Farm Service Agency, and NRCS Field Office personnel. Provide a variety of information to program applicants and participants, such as specific program and eligibility requirements, guidance on completion of required program applications, Adjusted Gross Income (AGI), and System for Award Management (SAM).
13. Data entry in regard to processing contract documents and actions for approved contracts. Monitor and track commencement and expiration of contracts, contracts behind schedule, and contracts that have not completed a practice in the first year and prepare modification, termination, waiver, and annual practice reminder letters for signature. Process annual contract reviews and various audits. Prepare documents for contract appeals and provide documents with open obligation audits. Monitor payment error rates and work to eliminate them.

Qualifications

The Administrative Assistant shall have consecutive employment in a position with comparable responsibilities within the past five (5) years. Must be able to use a computer to communicate via email; and proficient in Microsoft Office Products (Word/Excel/PowerPoint) and related tools and technology required for the position. Work products shall be thorough, accurate, appropriately documented, and comply with established criteria. The candidate shall ensure that duties are performed in a competent and professional manner that meets milestones/delivery schedules as outlined.

• A Bachelor's degree is required.
• Possess valid state-issued driver’s license; *Violations must be noted before use of Govt Furnished Vehicle.
• Proficient in word processing.
• Knowledgeable and experienced in utilizing a variety of computer hardware and software applications, such as Microsoft Windows, Word, Excel, and Access.
• Knowledgeable and experienced in operating small office machines, such as calculators, fax machines, scanning devices, postage meters, and copy machines.
• Knowledgeable and experienced in general office procedures, such as preparing reports, spreadsheets, and filing. Familiarity with certified mail and return-receipt mail procedures.
• Capable of working independently.
• Possess basic and courteous telephone skills.
• Ability to learn and assist with entering and maintaining information in the Natural Resources Conservation Service (NRCS) software such as Protracts, Toolkit, Performance Results System.

TRAVEL: Travel as coordinated with the technical point of contact and approved in writing by the Contracting Officer in advance, is allowed, in accordance with Federal Travel Regulations. LOCATION: Work shall be conducted at the CONUS/OCONUS - Honolulu, HI.

Excellent oral and written communication skills.

Proficient with Microsoft Office Products (Microsoft Word, Excel, PowerPoint, Publisher, & Adobe).

All ProSidian staff must be determined eligible for a “Facility Access Authorization” (also referred to as an “Employment Authorization”) by the USG’s designated Security Office.

Additional Information

CORE COMPETENCIES

• Teamwork: ability to foster teamwork collaboratively as a participant, and effectively as a team leader.
• Leadership: ability to guide and lead colleagues on projects and initiatives.
• Business Acumen: understanding and insight into how organizations perform, including business processes, data, systems, and people.
• Communication: ability to effectively communicate to stakeholders of all levels orally and in writing.
• Motivation: persistent in pursuit of quality and optimal client and company solutions.
• Agility: ability to quickly understand and transition between different projects, concepts, initiatives, or work streams.
• Judgment: exercises prudence and insight in decision-making process while mindful of other stakeholders and long-term ramifications.
• Organization: ability to manage projects and activity, and prioritize tasks.

OTHER REQUIREMENTS

• Business Tools: understanding and proficiency with business tools and technology, including Microsoft Office. The ideal candidate is advanced with Excel, Access, Outlook, PowerPoint and Word, and proficient with Adobe Acrobat, data analytic tools, and Visio with the ability to quickly learn other tools as necessary.
• Commitment: to work with smart, interesting people with diverse backgrounds to solve the biggest challenges across private, public and social sectors.
• Curiosity: the ideal candidate exhibits an inquisitive nature and the ability to question the status quo among a community of people they enjoy and teams that work well together.
• Humility: exhibits grace in success and failure while doing meaningful work where skills have impact and make a difference.
• Willingness: to constantly learn, share, and grow and to view the world as their classroom.

BENEFITS AND HIGHLIGHTS

At ProSidian, we invest in our employees to help them stay healthy and achieve work-life balance. Our team members receive a comprehensive benefits package that includes Competitive Compensation, Group Health Insurance Health Benefits, 401(k) Retirement Savings Plan Contributions, Vacation and Paid Time off (PTO) Benefits, Pre-Tax Payment Programs, Purchasing Discounts & Savings Plans, a ProSidian Employee & Contractor Referral Bonus Program, Performance Incentives, etc. Our comprehensive benefits package includes a medical, dental and vision plan.

ADDITIONAL INFORMATION: See Below Instructions On The Best Way To Apply.

ProSidian Consulting is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor. All your information will be kept confidential according to EEO guidelines.

ProSidian Consulting has made a pledge to the Hiring Our Heroes Program of the U.S. Chamber of Commerce Foundation and the “I Hire Military” Initiative of The North Carolina Military Business Center (NCMBC) for the State of North Carolina. All applicants are encouraged to apply regardless of Veteran Status.

Furthermore, we believe in HONOR ABOVE ALL - be successful while doing things the right way. The pride comes out of the challenge; the reward is excellence in the work. FOR EASY APPLICATION USE OUR CAREER SITE LOCATED ON

OR SEND YOUR RESUME’S, BIOS, AND SALARY EXPECTATION / RATES TO CAREERS @ PROSIDIAN.COM. ONLY CANDIDATES WITH REQUIRED CRITERIA ARE CONSIDERED. Be sure to place the job reference code in the subject line of your email. Be sure to include your name, address, telephone number, total compensation package, employment history, and educational credentials.

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