Business Support Specialist IV

Job Summary:

The U.S. Geological Survey (USGS) is responsible for conducting a wide range of geological, geophysical, biological and ecological research and mapping activities in the coastal and offshore regions of the U.S. continental margins, the Great Lakes, the Caribbean Sea, the polar oceans, and some international areas. The research addresses issues of local, regional, national, and global concern, such as natural hazards, environmental quality, living and non-living resources, and climate change. The research is carried out under the USGS

Natural Hazards Mission Area, with links other USGS Mission Areas and Programs, as well as cooperative agreements with other agencies, organizations, and institutions. The fundamental goal is to develop a scientific understanding of Earth processes that contributes to decision making in coastal and marine environments.

The USGS - Woods Hole Coastal and Marine Science Center (WHCMSC), part of the USGS Coastal/Marine Hazards and Resources Program, is the primary federal marine geology and physical science research program. The Center’s staff of approximately 95 provides scientific information that contributes to decisions by other federal agencies, state and local entities, private organizations, industry, and the public about resource use and protection. The WHCMSC requires a broad array of administrative support to meet its directive to provide scientific data to decision makers, cooperators, and the general public.

Akima Systems Engineering is looking for a business support specialist familiar with work including business and general office support. The applicant will work with administrative staff to support the Center by performing data entry using automated systems, and by providing customer service.

Job Responsibilities:

• Routine support related to budget and finance, procurement, property, and travel.

• Provide support utilizing automated systems to:

  • Determine the status of vendor payment.

  • Adjust/allocate bankcard charges.

  • Make/approve payments.

  • Create purchase requisitions.

  • Create/process travel authorizations and vouchers.

  • Extract payment and other information to share with science and support staff.

• Assist with property inventory: creating and tracking property disposal requests.

• Assist with creation and/or maintenance of volunteer agreements, and tracking volunteer hours.

• Routine support related to customer service.

• Respond to general inquiries including:

  • Receive visitors at main reception area, and direct them to appropriate staff.

  • Answer general inquiries via phone, or email, gather information to provide appropriate responses.

  • Routine support related to financial review.

• Evaluate documents for compliance including:

  • Review bankcard statements for signature, information accuracy, and evidence of proper support documentation.

  • Review and prepare documentation required for statistical sampling.

  • Review accuracy of travel information and documentation when preparing travel authorizations and vouchers.

• Routine support related to general business support.

• Provide general support including:

  • Maintain inventory of office and visual identity supplies.

  • Assist in delegation of vehicle parking stickers.

  • Prepare, maintain, share various spreadsheets/reports such as: training, utilities, emergency contact information, vehicles.

• Maintain and file office records according to established procedures.

• Maintain calendar for monthly center meetings.

• Receive and sort incoming mail and deliveries.

• Prepare outgoing mail/packages.

• Prepare written correspondence such as emails and memos that are proficient, clear, and concise.

• Other business support duties as assigned.

Minimum Qualifications:

• Experience in providing additional general support for projects related to the operations and administration of the program.

• Proficiency and demonstrated experience in business and operations support for medium-size organizations.

• Excellent interpersonal communication skills, be detail oriented and organized, and be able to work independently with minimal supervision.

• Be proficient in using Microsoft Office (including Outlook, Excel, and SharePoint).

• High School Diploma with 3-5 years of experience.