Management and Program Assistant

Summary

Serves as Management and Program Assistant in a Flight Standards Functional Office. Incumbent is responsible for performing a combination of routine, multiple, and varying assignments under the limited direction of a manager, project/program manager, team leader, or more experienced employee.

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Duties

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Assists the Office Manager, Front Line Management Team, and the Administrative Office in day-to-day operations, and may act as a lead for other support staff to coordinate multiple assignments for the Field Office. Performs back-up duties in the absence of the Administrative Officer and may work as a team member on various projects. Work activities typically support multiple projects/programs and contribute to the objectives of the organizational unit.

Applies experience and advanced knowledge to plan and perform administrative assignments for projects/programs. Has a broad understanding of how administrative assignments contribute to organizational activities. Responsible for compiling, tracking, and analyzing data; providing advanced computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanation of organization policies; and coordinating the implementation of new office policies and systems.

Independently utilizes a variety of software programs to accomplish assignments. Demonstrates considerable independence in planning time and coordinates only as needed with the Office Manager, Frontline Management Team, and Administrative Officer to prioritize assignments and use assigned resources. Often assists others plan and identify resources to accomplish projects/programs/tasks. Maintains control of all office files (electronic and paper) and ensures they are managed and maintained in accordance with established policy and procedures. These files include, but are not limited to, office policies and procedures, employee personnel records, training records, and medical records. Manages the full life-cycle of records to include technical files, from creation to authorized destruction.

Serves as the coordinator for the management team's travel, correspondence, schedules, and facility requirements. Provides overall administrative assistance to the management team's ongoing projects, which may include access to personnel records, training histories, and other personal information. Position holds responsibility for safeguarding sensitive, close-hold, or confidential information.

Assists in data gathering and analysis and works extensively with computer/software programs such as MS Excel, PowerPoint, and SharePoint to compile, analyze, and display data and results for the sub-units in the branch. Assists with the updates and maintenance of group communication sites to track and analyze project history, status, and other performance measures via SharePoint and MS Access or similar web-based document management system.

Researches, interprets, and applies regulatory and policy guidelines to answer employees' and managers' questions and/or assists with solving administrative problems. Tracks and analyzes data to ensure compliance with policies and procedures. Ensures organization administrative processes are functioning efficiently and effectively, and in accordance with current guidance, policies, procedures, and regulations.

Contacts are typically internal and external. Internal contacts often include the Office Manager, Management Team, Administrative Officer, as well as internal Aviation Safety Inspectors and administrative staff. Other contacts may frequently include Division Management and Functional Area Office personnel, Flight Standards Field Office Managers, and employees from more than one organizational unit and/or Line-of-Business to share information, coordinate efforts, and discuss assignments.

Provides guidance to lower-level administrative support staff on handling routine problems and issues. Utilizes the government travel system as necessary and assures compliance with established procedures and cost accounting data. Work is reviewed periodically, typically through status reports and to completion, to ensure policy compliance and alignment with the requirements of projects and/or work activities.

Performs other duties as assigned.

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).
• Position is designated as Moderate Risk (5). Selection and placement are contingent upon waiver or completion of satisfactory security requirement.

Qualifications

To qualify for this position at the FV-F, FG/GS-9/10, you must demonstrate in your application that you possess at least one year of specialized experience equivalent to FV-E, FG/GS-7/8 grade levels.

Specialized experience must demonstrate:

- Experience providing support and advice for administrative solutions which may include using appropriate safeguards and procedures for handling sensitive information.

- Experience using an array of specialized software applications to execute project tasks and achieve objectives.

- Experiencing managing comprehensive data compilation and tracking processes, orchestrate interview coordination, schedule meetings, and draft correspondence with precision and efficiency.

- Experience with Window Operating Systems or similar system; and the Microsoft Office Professional Suite, including the latest versions of Word, Access, Excel, PowerPoint, and Outlook or similar systems.

Qualifications must be met by the closing date of this vacancy announcement.

Education

Education may not be substituted for experience.

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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 information that provides specific examples of how you meet the response level or 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 based on the work history and experience you provided. 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 Knowledge, Skills and Abilities (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.

Some, all, or none of the applicants may be interviewed.

This is not a bargaining unit position.

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.