Business Support Specialist IV

Business Support Specialist IV

The Business Support Specialist IV will support our federal partner by processing non-reference vendor invoices, reconciling government purchase-card activity, maintaining administrative records, coordinating office logistics and meetings, and supporting access-card enrollment and activation activities. The selected candidate will apply sound judgment, work independently through assignments with varying steps and priorities, and maintain complete, accurate, and timely records in accordance with federal policies.

Compensation & Benefits:

Compensation is commensurate with experience. Full-time benefits include Medical, Dental, Vision, 401(k), and other possible benefits as provided. Benefits are subject to change with or without notice.

Business Support Specialist IV Responsibilities Include:

• Provide professional, responsive administrative support to scientists, managers, staff, visitors, and partners.

• Perform routine and non-routine administrative assignments using established Center policies, procedures, guides, and operating practices.

• Support Access Card Registrar and Activator functions, including scheduling and conducting applicant enrollment, card activation, and credential-update appointments.

• Complete and maintain required General Services Administration (GSA) training and certification to perform Access Registrar and Activator duties.

• Participate in approximately one quarterly GSA national conference call for Access role holders.

• Coordinate administrative office logistics, including meetings, scheduling support, receptionist coverage, and other Center administrative activities.

• Receive, review, organize, and process monthly invoices from non-reference vendors for payment in accordance with federal requirements.

• Verify that invoice documentation is complete, accurate, clear, current, and ready for processing and approval.

• Use approved financial and administrative systems to support purchase-card adjustments, budget management, statement reconciliation, purchasing logs, and approval routing.

• Reconcile government purchase-card statements and maintain accurate supporting documentation, records, and purchasing logs.

• Coordinate credit-card statement routing for required review, approval, reconciliation, and record retention.

• Assist Administrative Services Section staff with special-account documentation, filing, reporting, and other activities involving designated or special funding sources.

• Maintain administrative reports, shared spreadsheets, electronic records, and written documentation of completed work.

• Prepare clear and accurate oral, written, and electronic work products for authorized personnel.

• Use subject-matter knowledge and independent judgment to resolve routine issues, select among established alternatives, and recommend solutions for matters that cannot be resolved through standard guidance.

• Operate standard office equipment and use Microsoft Office applications, electronic mail, web browsers, shared files, and other approved systems.

• Maintain organized electronic and physical records in accordance with applicable records-management, privacy, and information-security requirements.

• Follow USGS Financial Operating Procedures, USGS Bankcard Operating Procedures, Federal Travel Regulations, DOI attendance and leave guidance, and other applicable federal references.

• Participate in authorized travel as required, including operating a personal or Government vehicle approximately once or twice per month. Most local travel is expected to be less than 10 miles; infrequent travel may extend several hundred miles.

• Maintain required liability insurance before operating a Government vehicle.

• Safeguard Government-furnished equipment, property, records, and materials and ensure Government facilities, equipment, and materials are secured when not in use.

• Follow all applicable federal information-security, privacy, facility-security, and property-protection requirements.

• Successfully complete and maintain eligibility for a federal background investigation.

• Perform other job-related duties as assigned.

Experience, Education, Skills, and Abilities Requested:

• Previous experience in administrative support, financial administration, accounting, budget analysis, purchasing, invoice processing, or comparable business-support functions required.

• One or more years of experience with federal policies, procedures, systems, or programs preferred.

• Experience supporting government purchase cards, financial reconciliations, invoice processing, purchasing documentation, or budget-tracking activities preferred.

• Experience handling sensitive administrative, financial, or personnel-related documentation preferred.

• Strong proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and shared spreadsheet applications required.

• Strong typing, data-entry, filing, records-management, and document-control skills.

• Ability to learn and use financial, purchasing, and other Government administrative systems after required training is provided.

• Ability to follow detailed policies, standard operating procedures, manuals, and administrative guidance.

• Ability to manage changing priorities, multiple assignments, deadlines, and recurring monthly requirements.

• Demonstrated attention to detail and ability to maintain accurate, complete, and current administrative and financial records.

• Strong written, verbal, interpersonal, and customer-service skills.

• Ability to interact professionally, courteously, and effectively with Center staff, managers, vendors, visitors, and Government representatives.

• Ability to work independently and as part of a team while exercising sound judgment and escalating issues as appropriate.

• Ability to work primarily in person in a traditional office environment in Iowa City, Iowa. Telework is not currently approved but may be considered in future situations.

• Ability to travel as required under the task order and operate personal or Government vehicles when authorized.

• Ability to successfully complete a federal background investigation and maintain required access credentials.