Administrative Officer

Summary

The position is within the FAA, Aviation Safety (AVS), Office of Aerospace Medicine (AAM), Civil Aerospace Medical Institute, Aerospace Human Factors Research Division (AAM-500). The Office of Aerospace Medicine develops and manages medical programs in support of Aviation Safety.

Duties

Serves as the Administrative Officer for AAM-500, within CAMI. Performs basic but progressively more difficult assignments in support of professional and specialized occupations under the close direction of the Aerospace Human Factors Research Division Manager. Assists the division manager, branch managers, program manager, and other employees in day-to-day operations. Performs varying, multiple, and complex assignments under the close direction of the Division Manager. Supports the division by performing work which is related to administrative operations and a system of research task planning, approval execution, and monitoring. Based on a good working knowledge of the organization and the substantive programs associated with administrative operations, processes, and work tasks of the office. Receives calls, greets visitors, schedules visits and tours. Responds to administrative requests for information and data. Reviews, verifies, and resolves time and attendance issues, which includes use of the CASTLE computerized time and attendance program. Uses a computer and follows standard operating procedures using a variety of applications (i.e., Microsoft Office, CASTLE, E2). Provide record management for the division. Applies minimal experience and basic knowledge of administrative policies and procedures to plan and accomplish tasks. Typical assignments include compiling, tracking, and analyzing data; maintaining organizational calendars; coordinating division tasks; scheduling meetings; preparing correspondence; providing written or oral explanations of administrative policies; maintaining records; and assisting with the coordination of new office policies and systems. Other activities include reviewing travel authorizations and vouchers for administrative and procedural compliance, including providing administrative support, credit card purchases, REGIS actions which includes purchase tracking, and reconciliation; and serving as the division point of contact for outreach actions such as tours. Tracks inventory, supplies, and other administrative transactions through the office in both electronic form and on paper. Identifies the need for and develops instructions or procedures for handling correspondence, administrative correctness of correspondence and administrative reports, maintenance of files, and retention/disposal of records. Contacts are primarily internal to the organizational unit with a manager and other employees to share information, provide data and/or written analyses, and to discuss the status of assignments. Have contact with customers and other external parties on routine matters such as gathering information, explaining regulations, and discussing the customer's situation. Established policies/procedures provide detailed guidance for almost all assignments, with little or no room for discretion. Works under detailed instructions provided by a manager, project/program manager, or more experienced professional. Provides assistance on procedures, instructions, and regulations to principal investigators (PIs), psychology technicians, and other specialized personnel. Track divisional requests to establish timely and uniform responses to pending action items. Provides guidance to division personnel on administrative operations, processes and on correspondence procedures based on appropriate agency instructions. Reviews documents prepared for signature of or requiring coordination by the supervisor for conformance with policies, regulations, grammar, and format. Regularly refers problems and work issues to a manager or more experienced professional for guidance. Work is reviewed regularly during assignments and at completion to ensure timeliness and all aspects of quality. Work activities of this position support the work of other professional and contribute to activities of the organizational level. The work of this position may affect internal and external customers. Performs other duties as assigned.

Qualifications

To qualify for this position at the FV-F (FG/GS 5-9) level, you must demonstrate in your application that you possess at least three (3) years of progressively responsible general work experience. At least one ( 1) year of that experience must be equivalent to the FG/GS-4 level that demonstrates the ability to (1) analyze problems to identify significant factors, gather pertinent data, and recognize solutions; (2) plan and organize work; and (3) communicate effectively. Such experience may have been gained in administrative, professional, technical, investigative, or other responsible work. OR Successful completion of a full 4-year course of study in any field leading to a bachelor's degree gained from an accredited college or university. OR Combination education and experience may be qualifying for this position. If your qualifications for this position are based on education, you must submit a transcript of your college coursework by the closing date of the announcement Applicants should provide examples of experience in their Work History. Qualifications must be met by the closing date of the announcement.

Education

Please refer to the Qualifications section. Information Regarding KSAs: As a part of the Federal-Wide Hiring Reform Initiative (streamlining the hiring process), the FAA is committed to eliminating the use of the Knowledge, Skills and Ability (KSA) narratives from the initial application in the hiring process for all announcements. Therefore, as an applicant for this announcement, you are NOT required to provide a narrative response in the text box listed below each KSA. In lieu of providing a KSA narrative response in the text box listed below each KSA, in your work history, please include information that provides specific examples of how you meet the response level or answer you chose for each KSA. Your work history examples should be specific and clearly reflect the highest level of ability. Your KSA answers will be evaluated further to validate whether the level that you selected is appropriate based on the work history and experience you provided. Your answers may be adjusted by a Human Resource Specialist as appropriate. Eligible applicants meeting the minimum qualification requirements and Selective Factor(s), if applicable, may be further evaluated on the Quality Ranking Factor (QRF), if applicable, and the KSAs listed in the announcement. Based on this evaluation, applicants will be placed in one of the following categories: score order, category grouping, or alphabetical and referred to the selecting official for consideration.