Program Support Assistant

Program Support AssistantHelp Provide general clerical public contact support and administrative support services (e.g. answering the telephone referring visitors or providing information to internal and external customers). Serves as point of contact for customers by phone or in person for the EMS, conducts a preliminary assessment of all calls to determine the urgency of/any need for immediate action and/or assimilates all information messages to forward to the appropriate staff in a timely manner. Responsible for day-to-day administrative needs for EMS and is responsible for all office management functions including receptionist duties, typing, word processing and the use of Microsoft Software (e.g. Outlook Word Excel Power Point OneNote Access etc.) filing and report generation. Reviews documents, reports and/or applications for omissions and inconsistencies and ensures data entry is complete and accurate. Retrieves data, creates queries, gathers information from various data sources, and develops reports within the specified time frames. Performs a wide variety of administrative and program support functions using different skills and abilities including meeting planning, setting up conference calls, recording and generation of meeting minutes, data gathering, conference setup and support, timekeeping/leave administration, report generation, memos, spreadsheets, graphs, and all other presentations. Maintains recurring balances and check balances against fund control point obligations and reconciles orders as received. Utilize different software applications for budgetary tracking and preparation and maintains associated files close-out documents budget amounts. Recommends budget adjustments including restructuring budget allocations or work plans to deal with changing situations such as varying costs for equipment parts or services and changes in the availability of funds. Maintains prudent inventory strategy and safe handling of office equipment and supplies within policy/procedural guidelines. Compiles and prepares weekly, monthly, quarterly and annual schedules and reports related to the operations Responsible for creating, processing, and maintaining attendance and leave records for assigned Time and Leave (T&L} Units. Responsible for accurately setting up, posting, and maintaining assigned Personnel and Accounting integrated Data (PAD} time and leave records on a bi-weekly pay cycle. Ensures complete documentation of all Quality Assurance projects is maintained and easily retrievable when required. Responsible for preparing and executing recurring reports for the service in that the employee assembles material gathers data periodically including statistical records and prepares reports for signature. Compiles data and develops reports to identify training needs, evaluate training programs and track information. Maintains electronic SharePoint records of all training requests and activity. Performs all other duties as assigned.Work Schedule: Monday - Friday 8:00am to 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/ PD241020 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized