Administrative Assistant

Job Overview:
Ladgov Corporation is seeking an Administrative Assistant to support the efficient operation of our office. In this role, you will play a crucial part in managing the collection and assembly of cost data, processing payment application requests, and ensuring compliance with NRCS policies and procedures.

Key Responsibilities:

1. Substantiate Payment Requests:
   • Compile and review supporting documents to substantiate payment requests.
   • Ensure payment requests comply with long-term contracting provisions and obligated spending limits.
   • Confirm land control, eligibility payments limitation, and signature authority.
   • Complete payment checklists by accessing documentation from FSA and NRCS databases.
2. Track Producer Requests for Wetland Compliance and Highly Erodible Land Assistance:
   • Maintain wetland determination and highly erodible land case files.
   • Coordinate paperwork and record-keeping with the USDA Farm Service Agency.
   • Track requests for appeals related to issued determinations.
3. Prepare Map Update Determinations:
   • Update forms based on provided maps for accurate map rendering and program allocation.
   • Prepare determination letters, certified mail forms, and other necessary correspondence.
4. Assist Field Staff with Food Security Act Compliance Workload:
   • Mail notification letters, gather crop history information, and maintain calendars.
5. NRCS Software and File Management:
   • Gain knowledge of NRCS software (Protracts, Fund Manager, FA Tracker, Conservation Desktop, Document Management System, Excel, NEST).
   • Establish and maintain participant files in Document Management System and Protracts.
6. Easement Coordination and Monitoring:
   • Coordinate and engage with partners and landowners on easements.
   • Maintain monitoring spreadsheets and enter data into NEST.
   • Navigate CUA process to obtain signatures and upload forms.
7. Review Accuracy of Documentation:
   • Review documentation for accuracy, compliance with regulations, and justification of vouchers, invoices, claims, and statements.
   • Process program payment information and prepare documents for District Conservationist's signature.
8. Contract Maintenance:
   • Review existing contracts for modifications, non-compliance, transfers, cancellations, and payments.
   • Ensure completeness of documents, obtain signatures, and enter appropriate information into Protracts.
   • Maintain hard copy and Document Management System (DMS) files.
9. Data Reporting:
   • Assemble reports from various data sources to assist NRCS in answering data calls related to accomplished work, demand for services, and administrative tasks.
10. Administrative Tasks:
    • Maintain Civil Rights 530 folders on SharePoint.
    • Maintain various team tracking documents on SharePoint, including completed contracts, workload progress, expiring contracts, payment, and modification tracking.
11. Professional Development:
    • Participate in trainings, program calls, and team meetings to remain aware of current policy.