Program Support Specialist

Job Title

Responsibilities include: applying basic knowledge of administrative or program principles, concepts, policies, procedures and objectives, working with higher and lower-level professionals with day-to-day operations. Coordinates with a manager, project/program manager, team leader, or more experienced professional to plan time and use assigned resources to accomplish tasks.

Responsible for providing a full range of administrative and operational support for the assigned organization, to include:

• Supporting managers and staff by maintaining, creating, organizing, updating and generating reports from multiple systems.
• Assisting in the timely completion or revision of actions related to staff management, status/report submissions, etc.
• Supporting staff with administrative tasks related to compliance, generating program documents, and monitoring progress status.
• Composing, preparing, transcribing, proofreading, and/or editing a wide variety of paperwork including that of a confidential, complex, and/or technical nature.
• Drafting/preparing written correspondence including agendas, reports, and minutes ensuring accuracy, completeness, and timeliness with limited supervision and direction.
• Supporting in the collection and compilation of statistical data, required to prepare reports.
• Assisting in maintaining and archiving program and administrative files and procures supplies and equipment.
• Coordinating small and large meetings, including handling logistical arrangements, making hotel and travel arrangements, and providing on-site support.
• Processing and tracks time sheets and travel authorizations and vouchers; preparing departmental spreadsheets; developing and maintaining databases and assisting with the day-to-day organizational coordination of user support and communications.
• Contacts are primarily internal to the organizational unit with a manager and other employees to share information, provide data and/or written analyses, and to discuss the status of assignments. In some specialties, may have contact with customers and other external parties on routine matters such as gathering information, explaining regulations, and discussing the customer's situation.
• Works under detailed instructions provided by a manager, project/program manager, team leader, or more experienced professional.
• Regularly refers problems and work issues to a manager, project/program manager, team leader, or more experienced professional for guidance.
• Work is reviewed regularly during assignments and at completion to ensure timeliness and all aspects of quality.
• Work activities typically support the work of other employees and contribute to activities of the organizational level. In some specialties, the work may affect internal and external customers.

Department of Transportation