Job Posting Title Administrative Support Assistant

Summary

SUMMARY

This position provides administrative and technical support services for the Bureau of Land Management (BLM) Idaho State Office. The role involves work of considerable difficulty and responsibility within the specialized functional area of land and mineral records management and financial teller operations. The ASA serves as a technical authority, identifying and studying various factors and their interrelationships to ensure all actions and recommendations are consistent with program objectives.

This requires a comprehensive working knowledge of complex regulations, procedures, and practices specific to the BLM mission.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Technical Program Authority: Serve as the central point of contact for the Information Access Center (IAC), providing authoritative explanations of complex requirements, regulations, and procedures to staff and the public regarding land and mineral records (including LR2000 and the Mining Claim Recordation System).
• Complex Inquiry Management: Independently handle complex inquiries and difficult visitors or callers, coordinating necessary projects and developing comprehensive information packages that require the evaluation of data from diverse sources.
• Financial & Procedural Oversight: Provide technical and administrative guidance on Idaho’s financial record activities. Identify and correct inaccurate data in the Collections and Billings System (CBS) and recommend substantive changes to accounting and collections procedures to improve accountability and efficiency.
• Specialized Recordation & Compliance: Review and process applications and service requests by examining documents for accuracy and strict compliance with BLM regulations, policies, and procedures. Manage the full lifecycle (creation, maintenance, and retrieval) of official Land and Mineral case files and mining files.
• Financial Accountability: Serve as a teller for the receipt, disbursement, and custody of cash items. Process monetary transactions (cash, checks, credit cards) over a public counter using automated processing systems and monetary accountability control methods.
• Operations Coordination: Monitor and report on the status and progress of work, reviewing completed products to ensure they meet established priorities, methods, and quality standards.
• Integrated Administrative Support: Advise on technical aspects of office administration, including the preparation and distribution of correspondence and the maintenance of detailed workload reporting logs.

SKILLS AND QUALIFICATIONS

• Analytical Reasoning: Skill to recognize the dimensions of complex problems within land and mineral recordation, collect necessary information, establish facts, and act based on the interpretation of general guidelines.
• Technical Proficiency: Comprehensive practical knowledge of specialized automated systems, including LR2000, CBS, SharePoint, and Case Recordation systems.
• Evaluative Judgment: Ability to use significant judgment to interpret general policy statements and adapt or improvise procedures to accommodate unusual or one-of-a-kind situations that are not specifically covered by existing guides.
• Communication: Skill in resolving operational problems or disagreements by providing clear, fact-based interpretations of agency regulations to diverse internal and external stakeholders.

EDUCATION & EXPERIENCE

• 5 years of administrative experience.
• 2-5 yrs specialized experience with handling Land Management material and experience with Land Management Financials.
• Experience must demonstrate increasingly difficult on-the-job training dealing with the operations, principles, and "peculiarities" of a technical program area such as land management or financial administration.

SUPERVISORY AND LEVEL OF RESPONSIBILITY

• Supervisor Responsibilities: There are no supervisor responsibilities assigned to this position.
• Supervisory Controls: Assignments are provided in terms of objectives, priorities, and deadlines. The ASA works independently to resolve most conflicts and carries out successive steps according to the specific requirements of each case.
• Guidelines: Guidelines (regulations, precedent cases, and…