Division Support Specialist, EPIC FWS

American Conservation Experience, a nonprofit Conservation Corps, provides professional development opportunities for young adults seeking to enhance their career experience. ACE's Emerging Professionals in Conservation (EPIC) program has a national reputation for providing young adults and recent graduates with hands-on, professional development individual placement opportunities to work alongside and under the guidance of agency mentors as they apply their knowledge of resource management on their path to becoming the next generation of resource and land managers.

Job Title: Division Support Specialist, EPIC Fish and Wildlife Service (FWS)

Location: : Options include any ACE offices (Salt Lake City, UT; Hurricane, UT; Flagstaff, AZ; Sacramento, CA; Asheville, NC) or remote/flexible telework.

Department/Division: EPIC (Fish and Wildlife Service)

Status: Regular, Full-Time, Salaried (Exempt)

Schedule/Hours: ​​Full-time, 40 hours/weeks with additional hours as needed. Typical work hours of 9:00am-5:00pm (Monday - Friday) local time with some adjustment expected to accommodate specific projects and program needs. Some evening and weekend hours may be occasionally required.

Start Date: January 2023

Reports To: Associate Division Director, EPIC FWS Division

Position Summary:

The ACE EPIC Fish and Wildlife Service (FWS) Division currently manages more than 100 Cooperative Agreements with FWS across the country. Projects supported are diverse and range from invasive species control; riparian and wetland restoration; threatened and endangered species research and management; records reconciliation; realty; vertebrate and invertebrate research and management; ecology; landscape level planning; maintenance; outreach and visitor services. Our ACE EPIC FWS team recruits, places and supports young adults and recent graduates with individual placement service opportunities to work on these FWS projects.

The Division Support Specialist is an office-based position that is responsible for ensuring team, candidate and partner needs are met through recruitment, onboarding and exiting processes for ACE EPIC FWS individual placement positions. The Specialist will collaborate with the ACE EPIC FWS staff team, other ACE staff and division leadership in the performance of this role. The Specialist will frequently interact with ACE applicants and participants, partners, as well as other divisions and as such is expected to maintain a professional demeanor, positive attitude, and willingness to act as an ambassador of ACE's program at all times. The Specialist will need to be flexible, adaptable, and enthusiastic while working in a fast-paced, fluid office environment within a remote team environment. The primary responsibilities include supporting the division's outreach and recruitment efforts including developing position announcements, sourcing, screening, interviewing and selecting. Further responsibilities include participant onboarding and compliance administrative requirements (coordinating criminal history checks, managing uniform orders, responding to and assisting with participant travel logistics and enrollment paperwork). The Specialist will also be responsible for supporting ACE participants with end-of-term exiting procedures, including but not limited to coordinating exit interviews and ensuring all term paperwork is completed. Secondary responsibilities will evolve at the mutual discretion of the divisional leadership and the Specialist that meets both team needs and individual development goals.

Essential Functions and Responsibilities:

With the primary direction and support of the Associate Director, along with team support, the Division Support Specialist will:

• Complete administrative tasks related to recruitment, onboarding, payroll and member term management.
• Assure timely and accurate onboarding of new hires, including initiating and receiving new hire employment paperwork, processing of criminal history checks and uniform orders, enrolling members into timesheet, grant, and database tracking systems.
• Assure timely and accurate exiting of members at the end of their terms including processing exit paperwork and updating database tracking systems accordingly.
• Manage all administrative steps for compliant onboarding and exiting of AmeriCorps members across various database and tracking systems.
• Support supplemental outreach efforts for agency specific recruitment. This will include developing and posting job announcements for member positions.
• Screen candidates and develop top candidate folders for member positions.
• Collaborate with ACE's nationwide recruitment, member management, and marketing teams regarding outreach efforts including the development of materials and social media posts.
• Research and formulate recruitment strategies including finding new recruitment sites, building relationships with academic institutions, agencies, tribes, and local organizations while recruiting, interviewing and reviewing prospective candidates.
• Participate in relevant meetings, events, and trainings.
• Support program needs during peak recruitment and onboarding seasons.
• Adhere to ACE safety policies and procedures.
• Support ACE and Divisional efforts to expand the diversity of participants in our programming and make our programs more accessible to young people of all backgrounds.
• Responsibilities and tasks outlined are not exhaustive and may change as determined by ACE.
• Other duties as assigned.

Required Experience and Qualifications:

• Ability to independently manage one's workflow after appropriate training on timelines and compliance needs
• Ability to effectively work with a diverse range of people.
• Strong written and oral communication skills.
• Must have a strong comfort level speaking on the phone.
• A deep and continuing interest in the welfare and professional development of ACE participants.
• Commitment to ACE's mission of public service through youth development & volunteerism.
• Highly organized, with the ability to maintain coordination of time sensitive compliance needs for members serving nationwide, utilizing proprietary database tools.
• Ability to think creatively and proactively, organize tasks, work independently and as part of a team, and meet deadlines.
• Strong computer management skills including experience or willingness to learn applicant tracking software and personnel databases, iOS, MS Office, Google Suite, and webinar platforms such as Zoom, or equivalents to these.
• Must be flexible and eager to engage with the highly mobile and predominantly remote teams that make up ACE.
• Effective time management skills, and the ability/desire to concurrently perform multiple deadline-driven tasks independently.
• Demonstrate sensitivity, understanding and the ability to effectively interact with individuals (internal and external) from diverse cultural, socioeconomic, ability, and ethnic backgrounds.
• Familiarity with the mission of the U.S. Fish and Wildlife Service, passion for ACE and ability to articulate its mission.
• Commitment to helping ACE advance its goals around justice, equity, diversity, and inclusion (JEDI)Ability to prepare and maintain records and reports.
• Ability to understand and carry out oral and written instructions.
• Ability to understand and follow ACE systems and processes
• Possess a high school diploma or GED certificate.
• Ability to perform the essential duties of the position with or without reasonable accommodation.

Other Requirements:

• Must be authorized to work in the U.S.
• Valid driver's license and an insurable driving record
• Proficient in English
• Ability to pass a federal criminal background check
• Willing to abide by ACE Policy and Federal Drug Free workplace policies and laws. ACE reserves the right to drug test at any time.
• All ACE members and staff must verify that they are fully vaccinated for COVID-19 by the time they start their term/position or request a medical or religious exemption.

Physical Demands, Work Environment and Working Conditions:

• Physical Demands: Requires frequent sitting, standing, walking, using hands to handle or feel, reaching with hands and arms, talks and hears. Manual dexterity required for use of computer keyboard/mouse and other office equipment. Occasionally required to stoop, kneel, climb stairs, and/or crouch (all physical demands are required with or without reasonable accommodations).
• Vision Requirements: Requires close, distance, peripheral and depth perception vision as well as the ability to focus.
• Weight Lifted or Force Exerted: Frequently moves up to 10 lbs., occasionally moves up to 25 pounds.
• Environmental: Mainly indoor, office environment conditions; indoor air quality is good and temperature is controlled.
• Noise Environment: Moderate noise such as in a business office with equipment and light traffic.
• Travel: This position may require domestic travel as needed (to visit project sites/recruitment events)

Compensation: Starting annualized salary of $40,000 - $44,000, based on experience.

Benefits: ACE offers competitive medical and ancillary plans (health, mental health, dental, vision and other supplemental benefits). ACE Staff members are also eligible to participate in ACE's retirement plan with a 1% employer contribution.

Holidays, Vacation, and Sick Time: As an ACE staff member, you will be eligible to accrue up to 80 hours of paid vacation time annually during your first two years of continuous employment, then it increases to 120 hours annually. ACE observes 13 paid annual holidays (floating holiday flexibility). ACE provides 10 days (or 80 hours) of paid sick time annually.

Additional Benefits: Outdoor Perks - As an ACE staff member, you will be eligible to receive pro deals which include deep discounts on outdoor gear providing 30 - 50% off retail prices on 100s of established outdoor gear brands.

Phone Provided or Reimbursement Option: You have the option to select one of the following options: ACE work phone device/number provided or monthly phone reimbursement for personal device/number use.

To Apply: Please submit a resume and cover letter describing your relevant project or member management experience and why you are a good fit for this position. Qualified applicants may be contacted directly to schedule an interview. All application materials must be submitted to be considered for this opportunity.

For specific questions not answered above, please contact: ACE EPIC FWS Division Director Ellen Bley (ebley@usaconservation.org, 513-526-5205)

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.

Current Openings for Division Support Specialist, EPIC FWS Jobs at American Conservation Experience - Staff