Division Support Specialist - EPIC National Park Service

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 National Park Service

Location: ACE offices location/ Remote Flexible.

Department/Division: EPIC (National Park Service)

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

*Depending on location, this position may be non-exempt/hourly in compliance with specific state regulations.

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.

Reports To: Division Support Manager, EPIC NPS Division

Number of Openings: 1

Start Date: April 2024

Position Summary:

ACE is seeking candidates for a Division Support Specialist for the Emerging Professionals in Conservation , National Park Service (EPIC NPS) Division who are passionate about youth engagement, resource management, and desire to work at the national level through ACE's 21st Century Service Corps partnership with federal land management agencies. Our cooperative partnership's responsibility is to bridge EPIC pathways to public service careers, both federal and nongovernmental.

The ACE EPIC NPS program hosts over 350 members in individual placement projects each year across the country in National Parks, Monuments, Recreational Areas, Trails, Rivers, Battlefields, and Heritage Areas. Individual placement projects supported are wide-ranging, including, but not limited to, natural and cultural resource management, wildlife monitoring, environmental education, interpretation, trail work, historic preservation, physical sciences, GIS, and many more. Our ACE EPIC NPS team recruits, places and supports young adults and recent graduates with individual placement service opportunities to work on these NPS projects.

The Division Support Specialist is an office-based/remote position that is responsible for assisting with a variety of administrative, programmatic and operational projects specifically focused in member recruitment, onboarding and exiting processes. The Division Support Specialist will collaborate and work closely with ACE EPIC NPS Member Coordinators and Managers, as well as other ACE staff and leadership in the performance of this role to ensure that ACE, Member and NPS partner needs are met. The Division Support Specialist's primary responsibilities include supporting member onboarding, exiting and compliance for ACE EPIC NPS programming. The Division Support Specialist will also support divisional data collection, analysis and reporting and writing newsletter content. Further responsibilities will include supporting divisional outreach and recruitment efforts.

The Division Support Specialist will frequently interact with ACE applicants and members, as well as other ACE 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 while embodying ACE Core Values of Quality, Inclusion, Professional Development, Stewardship, and Partner-Immersed.

Essential Functions and Responsibilities:

Compliance

• Assure timely and accurate onboarding of new member hires, including receiving and processing new hire employment paperwork; processing of criminal history checks and uniform orders; and enrolling members into ACE 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 ACE database tracking systems accordingly.
• Conduct member timesheet entry audits, mid-term review support, exiting evaluation processing and filing, eGrants administration, and term close-out audits.
• Provide oversight to AmeriCorps compliance functions, including but not limited to: member onboarding and account review, eGrants administration, criminal history check adjudications and tracking, America Learns (timesheet) account setup, and assistance with data audits.

Recruitment and Outreach

• Support outreach and recruitment efforts for ACE EPIC NPS programming which may include:
  • Drafting and posting position announcements for member positions;
  • Posting and advertising position announcements and ACE EPIC NPS program opportunities;
  • Screening candidates and working with Member Coordinators and Members with organizing top candidate lists for member positions
  • Collaborate with other ACE's national recruitment, member management and marketing teams with outreach efforts, including the development of outreach materials and social media posts;
  • Assist with researching and formulating recruitment strategies including identifying new recruitment sites, building relationships with academic and communities institutions, agencies, tribes and local organizations.

Data Management and Reporting

• Collaborate with ACE EPIC NPS staff to aid in data quality assurance, data completion and data visualization for annual and grant reportings, post-project reports and account audits.
• Track and analyze division data, member /partner feedback and other program performance measures for strategic planning purposes and team learning.
• Assist with project reporting for federal financial and accomplishment performance reports on a quarterly, semi-annual and annual basis.

Other

• Coordinate divisional uniform inventory needs as well as member uniform delivery logistics
• Assist with the management of member travel booking systems including supporting travel logistics and expense tracking for members.

• Participate in ACE staff trainings and events as well as NPS agency trainings and events, as applicable.
• 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.
• Assist with project agreement management as applicable.
• Responsibilities and tasks outlined are not exhaustive and may change as determined by ACE.

Required Experience and Qualifications:

• Possess a high school diploma or GED certificate.
• Ability to work both independently and as a contributing member of a team.
• Effective time management skills and the ability/desire to perform multiple deadline-driven tasks concurrently and independently.
• Ability to effectively work with a diverse range of people.
• Possess professional written and verbal communication skills.
• Ability to independently manage one's workload.
• Commitment to ACE's mission of public service through youth development & volunteerism.
• A deep and continuing interest in the welfare and professional development of ACE participants.
• Ability to effectively organize, multitask and maintain coordination of time sensitive compliance needs for members serving nationwide, utilizing proprietary database tools.
• Attention to detail.
• Ability to think creatively and proactively, organize tasks, work independently and as part of a team, and meet deadlines.
• Intermediate 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.
• Ability to receive and provide constructive feedback.
• 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.
• Commitment to helping ACE advance its goals around justice, equity, diversity, and inclusion (JEDI)
• Ability to perform the essential duties of the position with or without reasonable accommodation.

Encouraged but not required:

• Knowledge and or understanding of National Service Programs like AmeriCorps is preferred.
• Knowledge and or understanding of NPS or federal land management agencies.
• Experience with the National Park Service, or passionate about implementing its mission to, "balance public resource enjoyment, education, and inspiration with resource preservation."
• A BA/BS degree (or higher) in a relevant field and/or a combination of relevant field experience which could include environmental studies/science, natural resources, cultural or human resources, management, or customer service.

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.

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 - $45,000, 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 interest in and why you are a good fit for this position. Please submit your application using the online application link. Qualified applicants may be contacted directly to schedule an interview. All application materials must be submitted to be considered for this opportunity.

ACE values an inclusive workforce - if you meet at least 70 percent of the qualifications, we want to hear from you!

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 National Park Service Jobs at American Conservation Experience - Staff