Aug 16, 2019
We are seeking people for multiple locations. Please indicate where you like to work.
Position Title: Customer Service Representative II
Places of Performance:
Deer Lodge, Montana
Fort Benton, Montana
Miles City, Montana
Big Timber, Montana
Customer Service Representative II will assist Montana Natural Resources Conservation Service (NRCS) Staff with the assimilation of 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.
• Answer telephone calls greet visitors and sign for incoming deliveries and other administrative tasks associated with NRCS Office areas of responsibility.
• Maintain office files, manuals, handbooks and reference library, both paper and electronic, according to NRCS and department guidelines and requirements.
• Utilize a variety of computer hardware and software applications and small office machines, to include agency specific software such as ProTracts, DMS, FA Tracker, NEST, FMMI, and locally developed Excel databases to extract information needed to develop reports related to scheduling, program tracking, and balancing of funds committed and expended.
• Interact with the public in an office setting.
• Work directly with conservation partners, program technicians in the Farm Service Agency, and NRCS Field, Area and State 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.
• Monitor and track commencement and expiration of agreements and assists with preparation of required paperwork.
• Perform data entry to process landowner 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 prepares modification, termination, waiver, and annual practice reminder letters for signature. Process annual contract reviews and various audits. Prepare documents for contract appeals such as correspondence to program applicants and contract participants and provides documents with open obligation audits. Monitor payment error rates and works to eliminate them.
• Demonstrate the use of appropriate language to communicate ideas in words and print based on the audience and situation.
• Services will require utilizing a variety of computer hardware and software applications and small office machines. You will need a working knowledge of the Natural Resources Conservation Service (NRCS) software such as Protracts, Toolkit, Performance Results System, and Excel. Additionally, incumbent will establish and maintain files in Toolkit and Protracts.
• Reviewing and verifying correspondence and technical and professional materials prepared by staff for format and grammatical accuracy, including, letters, interpretative materials, technical reports, memorandums, advisory notices and technical notes.
• 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..
• Assists with compiling all necessary supporting documents to substantiate payment requests, ensures that payment requests comply with provisions of long term contracting and are within obligated spending limits prior to submission of payment.
• Assist with tracking producer requests for wetland compliance and highly erodible land assistance. Maintains wetland determination and highly erodible land case files including producer submitted records, conservation plans and associated maps. Tracks requests for appeals related to issued determinations.
• Assists in accuracy reviews of documentation, compliance with regulations, and justification of vouchers, invoices, claims, statements and other requests for payment of goods and services; processes program payment information; prepares for District Conservationist’s signature and forwards completed document to financial management staff for payment.
• 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.
• Assists with driving Government vehicles to local shops for routine maintenance; tracks vehicle maintenance and mileage logs.
• Assists NRCS staff in working between contractors and landowners regarding supplying practice statements of work and deliverables.
• Schedules office machine tech support and maintenance calls.
• Processes mail by use of proper postage, preparation of packages for shipment, provides drop off at delivery sites, provides pickup and distribution of packages (shipping/receiving).
• Assists with assembling technical notes and project documentation required to process modifications.
• Provides a variety of technical information to program applicants and participants, such as specific program and land eligibility requirements.
• In addition to general administrative duties (filing, taking phone calls, scheduling appointments, making travel arrangements, etc.), this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.
• Attend NRCS operational meetings as needed to assist with meeting logistics, note taking, attendance, etc.
• Assist with the delivery of supply orders to field offices.
• Possess valid state-issued driver’s license.
• 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.
• Ability to use e-mail and internet browsers i.e., Microsoft Outlook and Microsoft Internet Explorer.
• 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, and Document Managements Systems.
Global Channel Management, Inc.