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Management and Program Assistant
2 months ago
**Duties**:
Provides administrative support to supervisors, managers, and other employees in managing the office's administrative functions in day to-day operations, which may include several of the following areas: fiscal management, human resource management, travel, management information systems, records management, contract administration, property management, procurements, and overall office management.
Applies experience and advanced knowledge to plan and perform administrative assignments for projects/programs. Plans, develops, monitors, and executes actions required to manage the office's administrative functions. 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.
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, human resource and other business support assignments contribute to the activities of the organizational unit.
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 experience employee. Prepares administrative directives or revisions needed to implement recommendations.
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.
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.
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.
Ensures effective management of assigned agency property via the Automated Inventory Tracking Systems (AITS). Ensures internal control of property by conducting property inventories periodically by validating property assignment and locations.
Contacts are typically internal and external between other offices and FAA Headquarters. Purpose of contacts is to share information, coordinate efforts, and discuss status of assignments.
Work is reviewed periodically, typically through status reports and at completion to ensure timeliness, quality, policy compliance and alignment with requirements of projects and/or work activities.
**Requirements**:
**Conditions of Employment**:
- US Citizenship is required.
- Selective Service Registration is required for males born after 12/31/1959.
**Qualifications**:
- **SPECIALIZED EXPERIENCE IS DEFINED AS**:
- Experience in planning and accomplishing basic and routine tasks in support of administrative program;
- Experience utilizing automated systems to track, reconcile, and report data; compiling and analyzing data; preparing and managing documents;
- Experience supporting the office in the areas of financial support, human resource support, personal property, and travel administration.
- Eligible applicants meeting the minimum qualification requirements and/or selective placement factor(s) (SPF) may be further evaluated on the Knowledge, Skills and Abilities (KSA) and/or Quality Ranking Factor (QRF) listed in the announcement. Based on this evaluation, applicants will be placed in one of the following categories: (1) score order; (2) category grouping; (3) alphabetical; or (4) priority grouping, and referred to the selecting official for selection consideration.
You should include relevant examples of the specialized experience in your work history. Errors or omissions may impact your rating or may result in you not being considered.
**Applicants who fail to demonstrate possession of any of the above criteria **AND** who do not provide the required docume
