Management and Program Assistant

Summary

The incumbent serves as a Management and Program Assistant in the Air Traffic Organization, Technical Operations, Technical Services, Operations Support Staff (OSS) offices.

Duties

Performs a combination of routine and multiple and varying assignments under the limited direction of a manager, project/program manager, team leader, or more experienced employee. Assists managers and other employees in day-to-day operations, and may act as a lead for other support staff to coordinate multiple assignments. Applies experience and advanced knowledge to plan and perform administrative assignments for projects/programs. Has a broad understanding of how administrative assignments contribute to organizational activities. Typical specialized assignments may include preparing and managing correspondence; compiling, tracking. and analyzing information for a wide variety of programs; entering and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files, documents, and records; providing advanced computer assistance; scheduling meetings; managing time and attendance; providing written or oral explanations of organizational policies; coordinating the implementation of new office policies and systems; maintaining calendars and travel records and arrangements. Uses a wide variety of computer programs and software applications" including Castle, eLMS and E2. Utilizes a variety of financial applications such as DELPHI. REGIS, PRISM, PCPS, etc., as well as Excel to analyze, troubleshoot and problem solve. Demonstrates considerable independence in planning time, and coordinates only as needed with a manager, project/program manager, team leader, or more experienced employee to prioritize assignments and use assigned resources. Often helps others plan and identify resources to accomplish projects/programs/tasks. Performs various analytical studies, such as space management, travel administration, overtime usage trends, leave usage, etc., with limited review by a higher level or more experienced employee. Prepares administrative directives or revisions needed to implement recommendations. Contacts are typically internal and external. Internal contacts frequently involve managers and employees from more than one organizational unit, major subdivision, and/or LOB/SO to share information, coordinate efforts, and discuss the statuses of assignments. Established policies/procedures provide guidance for most assignments, but allow some discretion for the employee to select the most appropriate approach(es) or to recommend a new approach(es). Interprets guidelines, compiles and consolidates information, and prepares reports for assigned programs. Provides management assistance on the operations of assigned programs and the interrelationships of such programs. Resolves most problems and work issues without the assistance of a manager or more experienced employee. Identifies and informs managers and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions. Ensures effective management of assigned agency property via the Automated Inventory Tracking System (AITS). Ensures internal control of property by conducting property inventories periodically by validating property assignment and locations. Provides guidance to lower level support staff members for handling routine problems and issues. Reviews travel vouchers for administrative and procedural compliance, including proper cost accounting codes and statistical accuracy. Purchases administrative supplies or equipment/furniture assuring purchases are made through the appropriate channels. Initiates and reviews procurement requests for equipment and other items to ensure local purchases, depot orders, etc. are conducted according to policy. Ensures justifications of requested items meet criteria for expenditures. Maintains an orderly supply room and distributes supplies. Work is reviewed periodically, typically through status reports and at completion, to ensure policy compliance and alignment with the requirements of projects and/or work activities.

Qualifications

To qualify for this position at the FV-F level, you must demonstrate in your application that you possess specialized experience equivalent to FV-E, FG/GS-7/8 level. Specialized experience includes: Skills in planning and managing the office's daily administrative functions, maintaining automated systems to record, reconcile, validate, and track data; identifying and resolving discrepancies; performing various analytical studies; interpreting and providing guidance; and performing multiple and varying assignments in the areas of financial support, personnel matters, personal property, and travel administration. Current FAA employee: You MUST submit a copy of your most recent (non-award) SF-50 including Blocks 15, 17, 18, 19, 22, and 24 so it can be used to verify your position title, series, grade, tenure, and organization of record by the closing date of the announcement. Failure to provide the required documentation by the closing date of this announcement will result in non-consideration for this position. Incomplete Applications: Please follow all instructions carefully. Errors or omissions may affect your rating. Your application/resume must have your official title, grade and series in your work history. Applicants should include examples of specialized experience in their work history. Qualifications must be met by the closing date of this vacancy announcement. Applicants may be asked to verify information on your application for employment with the FAA. Failure to submit all required documents by the closing date of the announcement will result in loss of consideration.

Education

1 year of education above high school can be substituted for the general work experience at the FV-D level.