Management and Program Assistant

Summary

Incumbent serves as a management and program assistant and provides support to supervisors, managers and other employees in managing the office's administrative functions. Performs work in support of management and program analysis.

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Duties

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Performs a variety of tasks in implementing the office's programs, policies, and procedures. Assignments may include general office administration; prepare and manage documents; compile, track, and analyze information; enter and track budget expenditures; purchase and inventory; establish, organize and manage files and records; provide computer assistance; schedule meetings; prepare correspondence; manage time and attendance; provide explanations of administrative policies; assist with the implementation of new office policies and systems; maintain calendars and travel records and arrangements.

Compiles and consolidates information, and prepares reports for assigned programs. Has a broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organizational unit. Responsible for compiling, tracking, and analyzing data.

Assists with various analytical studies, under the general direction of a higher level or more experienced employee. Assists in preparing 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. Gathers data, reconciles transactions and identifies and resolves discrepancies.

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 System (AITS). Ensures internal control of property by conducting property inventories periodically by validating property assignment and locations.

Uses a wide variety of computer programs and software applications, including CRU-X, eLMS, and E2. Utilizes a variety of financial applications such as DELPHI, REGIS, PRISM, PCPS, etc., as well as Excel to analyze, trouble shoot and problem solve.

Prepares administrative articles, reports, and briefing items. Performs basic and routine tasks in day-to-day operations and applies limited experience and detailed knowledge to plan and accomplish tasks. Demonstrates some independence in planning time but frequently coordinates with a manager to prioritize tasks and use assigned resources. Plans, coordinates, and accomplishes workload, which includes multiple assignments and priorities that support a variety of internal organizations. Established policies provide guidance for majority of work, but some discretion is provided for the employee to select the most appropriate approach. Refers problems and work issues to a manager or more experienced employee when guidelines are not available.

May assist in developing and recommending solutions on some occasions. Contacts are primarily internal to the organizational unit, major subdivision, but may have a significant external component. Serves as a liaison between other offices, internal and external to ATO, including Service Centers and FAA headquarters. Purpose of contacts is to share information and/or discuss status of assignments. External contacts are typically with customers and other parties on routine matters that relate to assigned tasks.

Requirements

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Conditions of employment

• US Citizenship is required.
• Selective Service Registration is required for males born after 12/31/1959.
• Must submit an SF50 (See Required Documents).
• U.S. Citizen
• All Applicants MUST submit their most recent SF-50 (See Required Documents)

Qualifications

To qualify for this position at the FG-08 level, you must demonstrate in your application that you possess at least one year of specialized experience equivalent to, FV-E or FG/GS-07, in the Federal Service. Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position.

Specialized experience should include: Specialized experience in maintaining a managers calendar; travel, budget, property, or space management; arranging meetings and conferences; reviewing correspondence for correct grammar, and conformance to policy and style; composing letters/memos, maintaining files and records, analyzing administrative processes, or evaluating, developing, and recommending improvements to resource programs and workflow.

Applicants should include examples of specialized experience in their Work History.

Qualifications must be met by the closing date of this vacancy announcement. Applicants should include examples of their specialized experience in their work history.

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Make sure your resume includes detailed information to support your qualifications and answers to the job questionnaire.

Additional information

We may use this vacancy to fill other similar vacant positions.

Position may be subject to a background investigation.

A one-year probationary period may be required.

The person selected for this position may be required to file a financial disclosure statement within 30 days of entry on duty. FAA policy limits certain outside employment and financial investments in aviation-related companies.

As a part of the Federal-Wide Hiring Reform Initiative (streamlining the hiring process), the FAA is committed to eliminating the use of the Knowledge, Skills and Ability (KSA) narratives from the initial application in the hiring process for all announcements. Therefore, as an applicant for this announcement, you are NOT required to provide a narrative response in the text box listed below each KSA. In lieu of providing a KSA narrative response in the text box listed below each KSA, in your work history, please include work history that describes specific examples on how you meet the answer you chose for each KSA. Your work history examples should be specific and clearly reflect the highest level of ability. Your KSA answers will be evaluated further to validate whether the level that you selected is appropriate. Your answers may be adjusted by a Human Resource Specialist as appropriate. Eligible applicants meeting the minimum qualification requirements and selective factor(s), if applicable, may be further evaluated on the KSA listed in the announcement. Based on this evaluation, applicants will be placed in one of the following categories: score order, category grouping, or alphabetical and referred to the selecting official for consideration.

Security Requirements: Low Risk (position sensitivity level 1): This position requires completion & favorable adjudication of a National Agency Check with Inquiries (Tier 1) background investigation prior to appointment, unless waiver is obtained.

This position is not eligible for remote work. Selectee will be required to report to the ANM regional office and is eligible for telework.

Links to Important Information: Locality Pay, COLA

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.