Job Descriptions for Shared Positions

[Lisa Knauf Owen]

Oklahoma is looking for job descriptions for district employees who work jointly for NRCS and the Conservation District. If you could send examples of those to Lisa Knauf Owen at the Oklahoma Conservation Commission we would greatly appreciate it.

[Donna Meader]

Lisa – Below are a couple of job description examples for State of Kansas district employees who work jointly with NRCS and the Conservation District. I will also email you the document.

EXAMPLE POSITION DESCRIPTION — DISTRICT SECRETARY
(assuming no District Manager)

Happy County Conservation District
District Secretary Position Description

INTRODUCTION The district secretary performs various clerical, secretarial and administrative duties for the Happy County Conservation District. This position administers and carries out policies and operates within the guidelines set forth by the board of supervisors. In addition to working for the district, the district secretary shall, within the range of duties and hours of work set by the board of supervisors, be directed to provide support services for the Natural Resources Conservation Service (NRCS). Work requires attendance at evening district board meetings and other meetings in which the district has an interest. Occasional overnight travel will be required to attend various meetings, seminars and workshops.

PRINCIPAL 1. Serves as office receptionist by receiving visitors and telephone calls.
DUTIES 2. Maintains district and NRCS files, handbooks, manuals and guides according
to established systems.
3. Types and assembles correspondence, reports and other materials as needed.
4. Utilizes the computer to effectively collect, manage and disseminate information.
5. Processes incoming and outgoing mail.
6. Coordinates and explains district programs.
7. Coordinates district business activities such as grass seed and tree sales, etc.
8. Maintains financial records and ledgers.
9. Assembles materials for board meetings. Records, prepares and distributes minutes.
10. Maintains time and attendance records for district employees. Completes payroll
records and withholding reports.
11. Assists in preparation of annual work plan, annual report and annual budgets.
12. Assists with the district information and education program.
13. Assists with annual meeting preparations.
14. Performs other related duties.

SUPERVISION Policy and program direction is received from the district board. The district secretary is under the direct supervision of the district board chairperson. The amount of supervision will depend on experience and ability to work independently.
The NRCS District Conservationist (DC) will provide supervision and direction where NRCS has overall program responsibilities, or in the management of NRCS office space or NRCS-owned equipment. The DC will also provide supervisory technical support on all activities relative to those found in the Field Office Technical Guide.
The district secretary does not supervise other employees.

MINIMUM 1. High school diploma or GED certificate.
QUALIFICATIONS 2. Types at a rate of 40 words per minute.
3. Working knowledge of spelling, punctuation, grammar, mathematics and general
office procedures.
4. Working knowledge of basic bookkeeping methods.
5. Working knowledge of modern office equipment.

If the requirements can not be met, other experience and training indicating an applicant has the capacity and willingness to meet the qualifications can be substituted.

EXAMPLE POSITION DESCRIPTION — DISTRICT MANAGER
(assuming no District Secretary)

Happy County Conservation District
District Manager Position Description

INTRODUCTION The district manager performs various administrative, secretarial and clerical duties for the Happy County Conservation District. This position administers and carries out policies and operates within the guidelines set forth by the board of supervisors. The district manager provides day-to-day coordination of district activities and serves as the district’s representative to other agencies, organizations and the general public. In addition to working for the district, the district manager shall, within the range of duties and hours of work set by the board of supervisors, be directed to provide support services for the Natural Resources Conservation Service (NRCS). Work requires attendance at evening district board meetings and other meetings in which the district has an interest. Occasional overnight travel will be required to attend various meetings, seminars and workshops.
All duties and actions taken by this position while on official duty will be performed in a safe and healthful manner and will be of a nature to reflect favorably on the Happy County Conservation District.

PRINCIPAL 1. Serves as office receptionist by receiving visitors and telephone calls.
DUTIES 2. Maintains district and NRCS files, handbooks, manuals and guides according
to established systems.
3. Types correspondence, reports and other materials as needed.
4. Utilizes computer to effectively collect, manage and disseminate information.
5. Processes incoming and outgoing mail.
6. Orders office supplies, materials and services.
7. Coordinates and explains district programs.
8. Oversees district business such as equipment rental, grass seed and tree sales, etc.
9. Maintains financial records and ledgers.
10. Supervises and directs the work of district personnel. Provides orientation and
training for new employees. Develops a yearly staffing needs inventory.
11. Assembles materials for board meetings. Records, prepares and distributes minutes.
12. Maintains time and attendance reports for district employees. Completes payroll
records and withholding reports.
13. Prepares a draft of the annual work plan, annual report and annual budgets for
district board review.
14. Develops and implements district information and education program.
15. Coordinates annual meeting preparations.
16. Performs other related duties.

SUPERVISION Policy and program direction is received from the district board. The district manager is under the direct supervision of the district board chairperson. This position independently carries out day-to-day work.
The NRCS District Conservationist (DC) will provide supervision and direction where NRCS has overall program responsibilities, or in the management of NRCS office space or NRCS-owned equipment. The DC will also provide supervisory technical support on all activities relative to those found in the Filed Office Technical Guide.
The district manager supervises and directs the work of the district clerk and the water quality coordinator.

MINIMUM 1. High school diploma or GED certificate.
QUALIFICATIONS 2. Two years of experience in clerical, secretarial and/or administrative work.
3. General knowledge of conservation practices.
4. Types at a rate of 40 words per minute.
5. Working knowledge of modern office equipment.
6. Working knowledge of computer software i.e., word processing.
7. Working knowledge of spelling, punctuation, grammar, mathematics and
general office procedures.
8. Working knowledge of basic accounting and bookkeeping methods.
9. Ability to communicate effectively, both verbally and in writing.
10. Ability to organize and plan work.
11. Ability to effectively supervise subordinates.
12. Ability to work without day-to-day supervision.

If the requirements can not be met, other experience and training indicating an applicant
has the capacity and willingness to meet the qualifications can be substitute.

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