Chenega Corporation General Clerk III - Savannah ChESS in Tennessee
CHENEGA ENTERPRISE SYSTEMS & SOLUTIONS, LLC
Company Job Title: General Clerk III - ChESS
Chenega Job Title: General Clerk III (Area 1 PSS)
SCA WD Labor Category: General Clerk III
Clearance: Public Trust
Location: Savannah, TN
Reports To: Program Manager
FLSA Status: Non-Exempt, Full Time, SCA
Prepared Date: 11-05-2019
Approved Date: 11-05-2019
Executive Order 13495, The Non Displacement of Qualified Workers Under Service Contracts provide first right of refusal to incumbents on contracts. If the position is accepted by the incumbent on the job, other application/resume of non-incumbents will not be reviewed.
- Chenega Enterprise Systems & Solutions, LLC is seeking General Clerk III to assist with administrative and programmatic support in the State Office, Area Offices, and Field Offices in Tennessee.
Duties and Responsibilities:
General administrative duties relative to the Farm Bill and Certified Technical Assistance (CTA) to include, answering telephones, greeting visitors, preparing & mailing letters, distributing incoming mail, signing for incoming deliveries, copying, and filing according to NRCS and department guidelines and requirements. Reviews and verifies technical and professional materials prepared by staff specialists for format and grammatical accuracy, including interpretive materials, technical reports, memorandums, advisory notices and technical notes.
Assists staff with preparing reports, answering inquiries, data entry & maintenance and other various documentation, to include preparing and processing documents and correspondence (to include SF-52, IRM-003 and Vehicle Logs). Gathers data for reports, inputs information into databases, spreadsheets, and websites (to include NEST, SharePoint, DMS and NRCS business tools), checking documents for accuracy and completeness, gathering information, recording data, establishing, assembling and maintaining files, contracts and folders, and transmitting information.
Helps with special projects and scans documents for future audit preparation and storage or for submission for data calls.
Assists staff with meeting management, appointment management and travel including scheduling and preparing meetings and appointments and taking meeting minutes for NRCS staff as necessary.
Assists staff with various financial management functions such as processing and tracking supply and equipment requests. Tracking expenditures to ensure approved funding is not exceeded. Maintaining electronic records and communicating information to customers and/or other agency employees.
Interacts with the general public in an office setting. Will work directly with conservation partners, program technicians in the Farm Service Agency, and NRCS Field Office personnel. Provides 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), Dun & Bradstreet (DUNS) and System for Award Management (SAM) registration.
Reviewing applications for Farm Bill programs to ensure required information and forms are present and gathers items that are missing to create a complete application package. Determines that correct signatures are in place on applications.
Data entry in regard to processing contract documents and actions for approved contracts. Monitors and tracks commencement and expiration of contracts, contracts behind schedule, and contracts that have not completed a practice in the first year and prepares modification, termination, waiver, and annual practice reminder letters for signature. Processes annual contract reviews and various audits (to include ROOT, IPERIA, KPMG, etc.). Prepares documents for contract appeals and provides documents with open obligation audits. Monitors payment error rates and works to eliminate them.
Tracks Farm Bill contracts and technical service provider projects; reviews and assembles documentation and certification required for contracts and payments. Examines files to confirm that information on each document is complete and corrects obvious errors as needed. Enters contract data into agency-specific software programs and prepares reports.
Processes applications and certifications of eligibility: reviews payment requests and verifies payment documents to ensure complete information is provided and all data is added to the files or matched properly. 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.
Drafts and finalizes contract administration letters and documents related to status reviews, contract implementation, contract modifications, and potential cancellations or terminations. Brings files up-to-date and maintains contract documents in case files.
Assists staff with planning workload by developing customer files and attributing land base in customer service Toolkit and conservation desktop related software. Provides resource information to customers, including soils maps, aerial photographs, and confirmations.
Establishes schedule for regular visits to field offices and develops a quality review process for use by field offices to assist landowners. Works to assure that necessary information is available in a timely manner by answering questions involving established policy or routine matters. Works with customers to help them understand what documentation is necessary to support payment requests.
Provides a variety of information to landowners and other program participants, such as specific program and eligibility requirements; guidance on completion of required program application materials; and explanations regarding contract payment processes and paperwork requirements.
Drafts and/or edits explanatory or instructional bulletins and procedures, correspondence, news releases and announcements being prepared in the office based upon knowledge of NRCS activities and policies. Responsible for clarity, grammar, and procedural correctness. Implements targeted outreach and marketing efforts through mass mailings; working with NRCS Public Affairs Specialist to develop needed brochures and other outreach information; and development of simple visual displays for local meetings, conferences, etc.
Assists the District Conservationist, ASTC (FO) and/or others to-conduct business planning activities and track performance. Maintains the workload database and monitors and generates reports on workload progress. Assists in developing multi-year plans, business plans, and various program and/or activity plans. Assistance includes securing information from appropriate staff members and assuring that activities are properly tracked, documented, and recorded or filed.
Receives requests for statistical or informative material regarding NRCS programs, obtains information from files, personal knowledge, or advises technical staff of need for information.
Assists with the presentation of progress reports, contract management, improper payments, and ROOT reviews.
Works with the Farm Service Agency (FSA) and land operators to ensure the applicant is current with program eligibility and payment limitations.
Organizes and maintains field reference and operating files, records, and manuals for all offices. Updates reference material and distributes changes.
Assists with all assigned functions related to financial and programmatic audits.
Assist with maintenance, inspections, licensing and emissions testing of motor vehicles, as needed.
Other duties as assigned
Minimum Qualifications : (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.)
Minimum of a high school diploma
3-5 years of clerical experience
Knowledge, Skills and Abilities:
Possess valid driving license.
Proficient in word processing.
Proficient in the use of computer hardware and software applications, such as Microsoft Windows, Word, Excel, Access, Outlook, PowerPoint and Adobe Acrobat Professional.
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.
Ability to learn and utilize agency specific software and web-based applications.
Good oral and written communication skills.
Capable of working independently .
Customer service experience with the public.
Possess basic telephone skills.
Knowledge of general agricultural and conservation programs preferred.
Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.)
The employee will normally work in a temperature-controlled office environment, with frequent exposure to electronic office equipment.
During visits to areas of operations, may be exposed to extreme cold or hot weather conditions. Is occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, and loud noise.
Chenega Corporation and family of companies is an EOE.
Equal Opportunity Employer/Veterans/Disabled
Native preference under PL 93-638.
We participate in the E-Verify Employment Verification Program.
Primary Location: United States-Tennessee
Organization: Chenega Enterprise Systems %26 Solutions
Strategic Business Unit: Professional Services
Security Requirements: Public Trust/NACI
Job Schedule: Full Time Non-Exempt
Recruiter: Melanie Anderson
Req ID: 1900004409
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