Business Support Specialist VII - Akima, LLC

Akima System Engineering is hiring a Business Support Specialist to provide administrative/clerical support services at NOROCK’s primary facility located in Bozeman, MT. 

The Northern Rocky Mountain Science Center (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. 

• All clerical tasks shall be performed in timely, clear and concise manner. 
• This position uses some subject-matter knowledge and judgment to complete assignments consisting of numerous steps varying in nature and sequence.
• The Business Support Specialist selects from alternative methods and refers problems not solvable by adapting or interpreting substantive guides, manuals, or procedures.
• Assisting in a variety of administrative matters, maintaining a wide variety of financial or other records (stored both manually and electronically), verifying statistical reports for accuracy and completeness; compiling information; and handling and adjusting complaints.
• Data files, word processing and other computer software must be used correctly and effectively for compiling, organizing, storing, and archiving information. The Business Support Specialist will adhere to all safety, administrative, and procedural guidelines and policies and may need to adjust their work schedule to meet the government deadlines.
• The following tasks will be required but are not limited to:
• Receptionist Interaction
  • Provide front desk and reception duty coverage.
  • Provide exceptional customer service, above average communication skills, positive attitude, and professional presence at all times.
  • Multi-tasking is required, such as, 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.
  • Monthly/weekly reports will be required.
• Administrative Assistant Duties
  • Coordinate staff personnel actions with Administrative Officer.
  • Track employee appointment dates and report 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.
  • Enter personnel actions into the personnel system with the oversight of senior administrative staff.
  • 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 and send the future employee along with their position description to the designated provider
• Travel Coordination
  • Assist employees with travel requirements including both travel authorizations and travel vouchers. 
  • Travel authorizations will include trip planning inclusive of type of travel, dates, and any required reservations to successfully complete mission and travel requirements. 
  • Coordinate filing of travel voucher from employees within five days after trip completion. 
  • Travel will be executed within Federal Trave Regulations (FTR) and USGS Financial Operating Procedures (FOP). 
  • Coordinate with the Administrative Officer on unusual or complicated travel situation. 
  • Follow up with staff and supervisors to ensure employees complete all identified requirements.
  • Maintain records of the travel status for each employee and report as needed the status of all employees to the Administrative Officer.
• DOI Access
  • NOROCK DOI Access Card Registrar/Enroller duties require approximately 5 to 15 appointments a month to enroll applicants, to activate new cards, and to update credentials for current card holders. 
  • Appointments are approximately 15 minutes in length. 
  • Receive GSA training to become a certified Registrar and maintain certification. 
  • Shall attend approximately 1 quarterly national GSA conference call (one hour in length.   
  • Domestic travel may be required by this task order as outlined in the above tasks.
  • USGS specific training as outlined in the contract may be required.
  • The work is sedentary.  Some standing, walking, bending, and occasionally carrying light items such as papers and books are required.

• High school diploma.
• 2 or more years clerical experience.
• Experience with Microsoft Office.
• Government experience preferred.