Management and Program Assistant

Summary

Performs a combination of routine, multiple and varying administrative tasks in support of agency administrative programs, policies, and procedures. Assists managers, support staff, and other employees in day-to-day operations.

Duties

Applies experience and advanced knowledge to plan and perform administrative assignments with a broad understanding of how administrative assignments contribute to organizational activities. Specialized assignments include the following: Initiates requests for personnel actions and other documents required to fill vacancies and effect other personnel actions (promotions, details, resignations, certification, etc.) Coordinates questions with the servicing HR office regarding personnel actions, routine discrepancies, and missing/vague guidance. Maintains and updates organizational systems to ensure accurate account of staff levels, employee position assignments and employee status. Collects, compiles and formats historical and trending financial information to contribute to the preparation and submission of budget requirements. Modifies and maintains automated systems for tracking obligation and expenditures of funds throughout the execution phase of the annual operating budget cycle. Initiates or reviews procurement requests for equipment and other items as needed. Ensures justification of requested items meet criteria for expenditures. Ensures effective management and internal controls of assigned agency property through periodic inventories in accordance with agency guidelines. Performs time and attendance duties for large groups of employees with varying and/or frequently changing working times, shifts, schedules, premium pay entitlements, pay systems, position tenure, and/or collective bargaining unit differences. Utilizes travel system to initiate, complete, review and validate travel authorizations and vouchers to ensure compliance with governing guidelines. Ensures compliance with facility, regional, and service area facility security guidelines and policies governing the issuance of keys, parking decals, identification badges, proximity cards, and other access credentials for FAA employees, contract employees and visitors. Accomplishes work under the general supervision of a manager and minimal oversight of a team lead or higher-level professional. Collects program information from FAA personnel and enters it into information systems. Tracks all financial, personnel, supply, and other such transactions through the office in both electronic and paper form. Reconciles data, validates transactions, and identifies and resolves discrepancies. Demonstrates considerable independence in planning time, and coordinates only as needed with a manager or more experienced employee to prioritize assignments and use assigned resources. 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 new approaches. 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. Provides guidance to lower-level support staff members for handling routine problems and issues Demonstrates considerable independence in planning time, and coordinates only as needed with a manager or more experienced employee to prioritize assignments and use assigned resources. 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 new approaches. 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. 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 you must demonstrate in your application that you possess at least one year (52 weeks) of specialized experience equivalent to FV-E or FG/GS-7/8 level. Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in, or related to, the position to be filled. Specialized experience is described as: Experience compiling, tracking, and providing support for a variety of programs such as purchases, inventory, and tracking budget expenditures. Experience providing computer assistance support, scheduling meetings, managing time and attendance, and travel administration. Qualification requirements must be met by the closing date of this vacancy announcement.