Program Assistant

1 month ago

Lakewood, United States Department Of Transportation Full time
Summary

Serves as an office Program Support Assistant, independently performing diversified administrative, clerical and support functions. Acts with sufficient latitude, individual initiative, and decision-making authority to assist the manager, ensuring that the agency's procedural practices and the instructions of the manager are implemented and carried out within the assigned office.



Duties

Coordinates all administrative functions of the office. Ensures functions are accomplished in a complete and accurate manner. Ensures that administrative functions supporting technical program accomplishment are maintained and improved as required. Reviews and distributes incoming mail and processes that portion which can be handled personally.

Reviews outgoing correspondence prepared by others for correctness and maintains document control logs on incoming correspondence and action documents. Maintain ODA and/or flight activities. Independently follows up on work in process by others to ensure timely reply or action. Maintain office files, records and logs showing the status of actions and correspondence. Ensures that files include all required documents and that all documents are signed. Performs files maintenance.

Ensures that requests for action or information are handled with respect and courtesy. Composes correspondence and prepares reports for review and signature by responsible personnel. Reviews documents for signature and coordinate with responsible personnel for conformance with appropriate policy and guidance material.

Responsible for ensuring that Time and Attendance data for all office personnel are properly processed. Coordinate budget within the office. Acts as travel regulation focal point within office. Reviews all travel vouchers, authorization and REGIS for accuracy prior to submission for manager approval. Provides travel reports of current operational travel expenditures. Uses databases and spreadsheets to enter, revise, calculate and retrieve data for reports.

Receives all visitors and telephone calls from the public and other government entities. Answers non-technical questions and refers technical requests to proper specialist.

Provides assistance with electronic communication, and office workload management which may include the review of data submitted to the office/staff for completeness and the preparation of related certificates or approvals. May also provide assistance with the Quality Management System (QMS) including but not limited to QMS metrics, input and routine analysis of data, compliance with QMS procedures, and responses to action requests. Work is reviewed periodically at major stages and at completion, for quality and alignment with the requirements of projects and/or work activities.

Develops mutually rewarding relationships with fellow employees, industry, and stakeholders. All corporate activities will be conducted to the highest ethical and professional standards by communicating effectively, remaining flexible, respecting differing opinions, and exercising patience in challenging situations.

Performs other related duties as assigned.

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