ADMINISTRATIVE OFFICER

GENERAL STATEMENT OF DUTIES: Serves as the Environmental Technical Support Specialist (ETSS) of the Environmental Branch of the Rhode Island Army National Guard’s (RIARNG) Construction and Facilities Management Office, responsible for relieving environmental staff of or assisting with various technical, administrative, clerical, operational, and fiscal functions of the program and the performance of other related duties as assigned.

SUPERVISION RECEIVED: Works under the administrative supervision of the Environmental Program Manager (EPM) or his/her delegate with latitude for the exercise of independent judgement; work is reviewed for accuracy and conformance to instructions.

SUPERVISION EXERCISED: As required, may supervise the work of other personnel or contractors.

ILLUSTRATIVE EXAMPLES OF WORK PERFORMED:

• Administrative:
  1. Oversee day-to-day office operations, which include but are not limited to physical and digital records and document management, inventory control, scheduling, purchasing, budget management, and liaising with customers, vendors, and visitors.
  2. Maintain calendars and computerized database and spreadsheet systems to track compliance with environmental requirements and collect, analyze, and report data. This includes tracking the details of permits, licenses, plans, contracts, meetings, etc. and alerting personnel as deadlines approach.
  3. Schedule meetings, classes, and other events and coordinate all details for their successful conduct.

• Budget & Contracts:
  1. Act as a liaison between the Environmental Branch and state and federal contracting, purchasing, and budget offices in all matters relating to the budgeting and execution of purchase and projects.
  2. Assist in the management and execution of the RIARNG Environmental State Operating Budget through various state and federal online systems.
  3. Generate and process Requests for Purchase, obtain purchase orders, and track/update authorizations through to closeout to include reconciling invoices against purchase orders and payment.

• Environmental:
  1. Manage low-risk environmentally-related contracts, such as solid waste and recycling.
  2. Develop informative and educational outreach materials to support the environmental program and present these materials to various groups within the supported community in both resident and virtual settings.
  3. Assist in the conduct of environmental surveys, assessments, data collection, and inspections.

• Clerical & Miscellaneous:
  1. Review incoming correspondence and route, post, and file as appropriate.
  2. Prepare a wide variety of correspondence, forms, documents, and records in the appropriate format per state, military, and federal guidelines.
  3. Record, produce, and distribute meeting minutes.
  4. Assist in maintaining the online presence of the environmental program (e.g. SharePoint).
  5. Assist in managing the work order system, routing tasks to the appropriate parties, tracking and updating tickets, and reporting status.
  6. Develop, maintain, and present slides on the status of assigned responsibilities at meetings.
  7. Other duties as assigned.

MINIMUM QUALIFICATION REQUIREMENTS:

Education: Such as may have been gained through graduation from an accredited

university with an Associate’s degree or certificate program in the biological or

environmental sciences, business, or accounting.

Experience: 3-5 years of employment within the environmental and/or construction

and facilities management field performing administrative and/or technical support

work, including 2 or more years of experience with state and/or federal purchasing

programs and systems.

Or: Any combination of education and experience that shall be substantially

equivalent to the above education and experience requirements.

SPECIAL MANDATORY REQUIREMENTS:

-Must have a valid driver’s license and maintain that license for the duration

of employment.

-Subject to BCI and NAC background investigation for security purposes.

-Ability to work outdoors in areas with uneven walking surfaces in all weather

conditions.

-Available for occasional out-of-state travel (approximately 5%).

Revised: 11 December 2024

Salary : $57,388 - $65,937