Management and Program Assistant

1 month ago

Chattanooga, Tennessee, United States Federal Aviation Administration Full time
Incumbent plans, develops, monitors, and executes actions required to manage the office's administrative functions

Typical specialized assignments 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; 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.

Incumbent 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.

Has a broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organizational unit.

Incumbent performs various analytical studies such as space management, travel administration, overtime usage trends, leave usage, etc. with limited review. Prepares administrative directives or revisions needed to implement recommendations. Incumbent collects program information from FAA personnel and enters it into various 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.
Incumbent provides guidance to office on travel regulations and ensures the office's travel practices meet established criteria. Prepares travel orders, including cost estimates for training assignments and permanent change of station actions. Reviews travel vouchers for administrative and procedural compliance, including proper cost accounting codes and statistical accuracy. Incumbent purchases administrative supplies, equipment and office 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 for requested items meet criteria for expenditures. Maintains an orderly supply room and distributes supplies.
Ensures effective management of assigned property via the Automated Inventory Tracking System (AITS). Ensures internal control of property by conducting property inventories periodically by validating property assignments and locations.

Assists in the preparation of budget estimates, justification statements, and budget execution plans and provides advice on such matters as the distribution of allotments and availability of budgetary funds for program purposes.

Modifies and maintains automated systems for tracking obligations and expenditures of funds throughout the execution phase of the annual operating budget.

Reconciles discrepancies to ensure effective use of funds. Reviews budget data for accuracy of technical treatment and format, mathematical accuracy, and conformance with budget policy and guidance.
Has a broad understanding of how administrative assignments contribute to organizational activities.

Demonstrates considerable independence in planning time, coordinating, and accomplishing workload, which includes multiple assignments and priorities that support a variety of internal organizations.

Performs a combination of routine, multiple, and varying assignments applying experience and advanced knowledge to plan and perform administrative assignments for projects/programs and daily assignments.

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.

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