American Conservation Experience - Staff

ACE Grants and Agreements Assistant Jobs at American Conservation Experience - Staff

ACE Grants and Agreements Assistant Jobs at American Conservation Experience - Staff

Sample ACE Grants and Agreements Assistant Job Description

ACE Grants and Agreements Assistant

American Conservation Experience (ACE) is a dynamic non-profit organization dedicated to providing rewarding environmental service opportunities that harness the idealism and energy of a volunteer labor force to help restore America's public lands.  ACE has a national reputation for providing exceptional training and support to enable crews to safely and economically implement technically complex and physically demanding conservation projects for the US Forest Service, BLM, National Park Service, USFWS and numerous state and local land management partners. ACE's Southwest-Arizona leadership team is seeking an Administrative Assistant to work under the direction of the Southwest Director to assist in managing cooperative agreements, creating invoices, completing financial reports, enter project data, and enhance the future growth of operations of ACE in the Southwest.

Location: 

Flagstaff, AZ

Job Title: 

ACE Grants and Agreements Assistant

Exemption Status:  Non-Exempt

As the primary administrative support for American Conservation Experience's Southwest-Arizona Branch, the Administrative Assistant will ensure agreement compliance, timely invoicing, and tracking of accounts receivable. The Administrative Assistant will collect, validate, enter and manage all branch financial and accomplishment data. The work is very detail-oriented, time sensitive, and must be done thoroughly and accurately.

Key Accountabilities:

  • Agreement Management
  • Data Validation and Entry
  • Invoice Creation and Management
  • Financial Reporting
  • Accomplishment Reporting

Typical Duties:

Agreement Management

  • Enter and maintain key information for each partner agreement
  • Ensure compliance with cooperative agreements, grants, contracts and work order requirements
  • Provide weekly status updates on each agreement to Branch leadership team 

Data Validation and Entry

  • Collect, validate and enter weekly project expense, effort, and accomplishment data into database system
  • Collect and validate individual credit card expenses to align ACE accounting codes and fiscal guidelines
  • Accurate data entry

Invoice Creation and Management

  • Create and submit invoices, with accurate support documentation, for partner agreements on a regular basis
  • Maintain ACE financial systems to ensure all revenue and expenses are accurately recorded

Financial Reporting

  • Complete and submit quarterly, semi-annual, annual, and final financial reports as well as progress reports to all partner agreements

Accomplishment Reporting

  • Complete and submit accomplishments reports for partner agreements and AmeriCorps grants

Other Activities

  • Assist Member Support Team tracking AmeriCorps statistics and time sheets as needed
  • Scan and email in reimbursement requests on a weekly basis
  • Support Associate Directors in data entry/ collection
  • Filing, copying, scanning, researching, verifying invoices and payments

Knowledge, Skills and Abilities:

  • Strong skills using Microsoft Excel
  • Excellent organizational skills, time management, and attention to detail
  • Excellent written and verbal communication skills
  • Ability to manage and coordinate multiple, diverse responsibilities and deadlines
  • Possess a strong work ethic as well as ability to manage and balance multiple projects and priorities
  • Previous experience with data handling and processing
  • General knowledge and understanding of federal grants and agreements
  • Ability to manage databases
  • Ability to learn new systems
  • Ability to adapt to surrounding work environment and conditions that can change frequently
  • Ability to establish and maintain effective working relationships with coworkers and supervisors
  • Ability to understand and carry out oral and written instructions
  • Ability to understand and follow ACE systems and processes

Other Requirements:

  • If the candidate is currently an AmeriCorps Member, the candidate must successfully complete their AmeriCorps term before March 17, 2019
  • Must take initiative and anticipate workflow
  • Must conduct themselves in a professional demeanor and follow through with commitments
  • Must be prepared to respond positively when faced with challenges
  • Must maintain good health, including a drug-free lifestyle
  • Must possess a valid driver's license
  • Must submit to a criminal background check prior to hire. Persons convicted of a felony are not eligible for appointment to this classification. This position is a covered position that may entail recurring access to vulnerable populations such as youth and the elderly. Selection for the position is contingent upon a review of all criminal history results.

Drug users, including recreational smokers of marijuana, should not consider applying as ACE reserves the right to require drug tests. Applicants must have a clean driving record and be willing to submit to a background check.

Compensation:  Part time, Hourly starting $12.00/hour. 

Benefits:  We offer health, dental, vision, paid vacation, sick leave, designated holidays, and 401k for qualified employees. ACE has a flexible and dynamic schedule in a casual, yet professional, fast-paced, and non-partisan work environment with a shared outdoor and conservation ethic.

To Apply: Navigate to the website: https://usaconservation.applicantpool.com/jobs/ to fill out an application. You must include a detailed resume, an introduction letter expressing how your qualifications and experiences align with the above job description and the mission of the American Conservation Experience, and three professional references. Qualified applicants will be contacted by email to arrange an interview. Applicants must follow all application instructions in order to be considered for this opportunity.

Deadline: Applications Due by April 1st, 2019. Please note that ACE will schedule interviews and may make a selection as applications are submitted. Please submit your application materials as you prepare them. Apply now!

Check out our website and our Facebook page for more details about ACE!

www.usaconservation.org

www.facebook.com/usaconservation

American Conservation Experience provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.  In addition to federal law requirements, American Conservation Experience complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

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