Management and Program Assistant

1 month ago

San Diego, California, United States Federal Aviation Administration Full time
FV-0344-F

Assists Office Manager and Frontline Management Team, as well as the Administrative Officer, in day-to-day operations, and may act as a lead for other support staff to coordinate multiple assignments for the Field Office.

Performs back-up duties in the absence of the Administrative Officer. Work activities typically support multiple projects/programs and contribute to the objectives of the organizational unit.
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.

Responsible for compiling, tracking, and analyzing data; providing advanced computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanation of organization policies; and coordinating the implementation of new office policies and systems.

Utilizes a variety of software programs to accomplish assignments.

Demonstrates considerable independence in planning time, and coordinates only as needed with the Office Manager, Frontline Management Team, and Administrative Officer to prioritize assignments and use assigned resources.

Often helps others plan and identify resources to accomplish projects/programs/tasks.
Contacts are typically internal and external.

Internal contacts frequently involve the Office Manager, Management Team, and Administrative Officer, as well as internal Aviation Safety Inspectors and administrative personnel.

Other contacts may frequently include Division Management and Functional Area Office personnel, Flight Standards Field Office Managers, and employees from more than one organizational unit and/or Line-of-Business to share information, coordinate efforts, and discuss assignments.

External contacts are typically with customers and other parties on routine matters that relate to the project/program that is being supported.

Established policies and procedures provide guidance for most assignments, but allow some discretion for the incumbent to select the most appropriate approach, or to recommend new approaches.

May provide recommendations to improve work processes. Resolves most problems and work issues without the assistance of the Office Manager, Frontline Management Team, or Administrative Officer.

Identifies and informs Office Manager, Frontline Management Team, Administrative Officer, and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions.

Provides guidance to lower level administrative support staff for handling routine problems and issues. Utilizes the government travel system as necessary, and assures compliance with established procedures and cost accounting data.

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.

Performs other duties as assigned.
FV-0344-E
Receives visitors and callers. Ascertains the nature of the visit/call and directs the individual to the appropriate office/team. Prepares various reports and composes and types routine correspondence such as letters and memorandums. Reviews outgoing correspondence for grammatical and procedural accuracy. May serve as the time and attendance focal point for the office. Verifies time and attendance information and reports discrepancies to manager. Ensures travel authorizations and other travel documents are prepared accurately and comply with regulatory guidelines. Reviews office procurement requirements for supplies, equipment, and services. Coordinates and prepares appropriate procurement request utilizing various system applications.

Assists in a variety of administrative programs such as the government motor vehicle program, property accountability, office training program, and personnel program at the direction of management.

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