Administrative Officer

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Job Description

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Performs a combination of routine, multiple and varying assignments under the general direction of a manager, Director and Executive Staff. Applies experience and detailed knowledge of the substantive nature of agency programs and activities; agency missions, policies and objectives, to plan and accomplish assignments. Works with the executive staff on planning organizational needs, and preparing plans, goals, objectives and criteria for management processes and assists with ensuring administrative processes are functioning efficiently and effectively and in accordance with current guidance, policies and regulations.

Provides procedural information to the Director and Executive Staff for assigned areas within the Service Center. Provides support for administrative management programs and monitoring the organizational process for such areas as fiscal programs and training functions. Analyzes actions for proper distribution, inputs actions into the appropriate databases in KSN. Maintains, monitors and updates automated trackers and provides coordination and follow-up, ensures deadlines/milestones are met and reports delinquencies to management.

Acts as an individual contributor and/or member of the Executive Team for communications, KSN online content, and marketing events in support of the Service Center. Conducts research and assists in the interpretation and implementation of policies, procedures, and requirements. Assists in communicating on behalf of the Director using videos, newsletters, and/or other correspondence. Works with the Service Center secretaries/Administrative Officers in day-to-day operations.

Coordinates, evaluates and monitors all daily activities and calendars. Participates in the Combined Federal Campaign, Employee Engagement initiatives, other Service Center initiatives and special events. Typically receives guidance on selecting approaches from the Director. Schedules and develops agenda for the quarterly Administrative Forum. Provides logistical support for the Directors VTC meetings and schedules conference rooms.

Ensures information is disseminated to lower-level administrative support personnel for collaboration, consistency, training and process improvements to facilitate a cohesive and comprehensive administrative support team within the Service Center. Functions as the E2 Travel System focal point and manages travel schedules for the Director; prepares, reviews, and submits travel authorizations and vouchers; uses knowledge of the FAA travel and procurement policies for supply inventory and purchasing, spending plan preparation/submission and oversight, and tracking of expenditures and obligations.

Informs the organization on time and attendance procedures. Ensures that CASTLE and LDR databases are up to date. Assists with analysis and reports on data for Labor Distribution Report (LOR). Tracks labor distribution using an automated system such as CRU-X and works with an automated budget system such as Report Analysis Distribution System (RADS). Manages time and attendance for the Service Center Director's direct reports.

Demonstrates some independence in planning time and using assigned resources to accomplish tasks. Contacts are primarily internal to the organizational unit, on behalf of the Director on routine matters such as gathering information or explaining regulations. Organizes correspondence, deadlines, and activities. Maintains Executive Staff's confidence and protects operations by keeping information confidential.

Assists with managing and updating various phone lists, organizational charts and KSN web pages. Prepares, reviews and edits Executive correspondence to ensure consistency and compliance with FAA correspondence and branding requirements. Establishes and maintains an extensive filing system for the Director and Executive Staff; tracks, monitors and prepares reports on weekly travel, correspondence and other activities.