Management and Program Assistant

Job Title

Job Description

Duties at the FV-0344-E Band:

Performs basic and routine tasks in support of a professional, technical, or specialized occupation under the general direction of a manager, project/program manager, team leader, or more experienced employee. Provides support to supervisors, managers, and other employees in managing the office’s administrative functions; which may include several of the following areas: fiscal management, travel, management information systems, contract administration, property management, procurements, and overall office management.

Applies limited experience and detailed knowledge to plan and accomplish tasks. Has some understanding of how administrative assignments contribute to the activities of the organizational unit. Prepares travel orders, including cost estimates for training assignments and permanent change of station actions. Uses a wide variety of computer programs and software applications, including CASTLE, 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. Compiles and consolidates information and prepares reports for assigned programs. 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. Established policies/procedures provide guidance for almost all tasks but provide some discretion for the employee to select the most appropriate approach(es). Works under general instructions provided by a manager, project/program manager, team leader, or more experienced employee. Work is reviewed frequently at major stages of assigned tasks and at completion to ensure timeliness and alignment with the requirements of projects and/or work activities.

Performs other duties as assigned.

Duties at the FV-0344-F Band:

Applies experience to plan and perform administrative assignments for projects/programs. Typical specialized assignments may include preparing and managing correspondence; compiling, tracking. and analyzing information for multiple programs; entering and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files, documents, and records; providing computer assistance; scheduling meetings; managing time and attendance; providing written or oral explanations of organizational policies; coordinating the implementing new office policies and systems; maintaining calendars and travel records and arrangements. Uses a wide variety of computer programs: Castle, eLMS and E2. Utilizes a variety of financial applications: DELPHI. REGIS, PRISM, PCPS, etc., as well as Excel to analyze, troubleshoot and problem solve.

Demonstrates considerable independence in planning time, and coordinates only as needed with a manager, project/program manager, team leader, or more experienced employee 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 managers and employees from more than one organizational unit, major subdivision, and/or LOB/SO to share information, coordinate efforts, and discuss the statuses of assignments. External contacts typically are with customers and other parties on routine matters that relate to the professional or technical occupation that is being supported. Provides guidance to lower level support staff members for handling routine problems and issues. 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.

Performs other duties as assigned.