Program Support Assistant

Quick Facts

• Role: Program Support Assistant (administrative support for EMS environmental management programs)

Description

Provide clerical administrative support and technical assistance for programs within Environmental Management Services (EMS). Serve as a customer point of contact for EMS by phone or in person, conduct preliminary assessments of requests, and forward information to the appropriate staff. Manage office administration, document/data review, reporting, scheduling, time and leave records, budget tracking support, training documentation, and quality assurance recordkeeping.

Responsibilities

• Answer phones, refer visitors, and provide information to internal/external customers

• Act as point of contact for EMS; assess urgency and route messages appropriately

• Handle day-to-day administrative needs, including receptionist duties, typing, and word processing

• Use Microsoft Office applications (Outlook, Word, Excel, PowerPoint, OneNote, Access) for office tasks

• Review documents/reports/applications for omissions and inconsistencies; ensure accurate data entry

• Retrieve data, create queries, compile information, and generate reports on required timelines

• Support administrative/program functions such as meeting planning, conference calls, minutes, schedules, and presentations

• Maintain balances and reconcile orders related to fund control point obligations

• Track and prepare budget-related items; maintain close-out files and budget documentation

• Recommend budget adjustments based on changing costs and fund availability

• Maintain inventory strategy and ensure safe handling of office equipment and supplies

• Compile weekly/monthly/quarterly/annual schedules and operation reports

• Create, process, and maintain attendance and leave records; maintain bi-weekly time and leave records on PAD

• Ensure Quality Assurance documentation is complete and easily retrievable

• Prepare recurring service reports and supporting statistical materials

• Compile data to identify training needs, evaluate training programs, and track outcomes

• Maintain electronic SharePoint records of training requests and activity

• Perform other duties as assigned

Benefits

A comprehensive U.S. government employee benefits package is provided; eligibility depends on the position type (full-time/part-time/intermittent).