Management and Program Assistant
Who may apply
Limited to the following applicant groups:
- Internal to an agency
About 2 weeks left
Job Details
Position Overview
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.
Duties
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.
Qualifications & Requirements
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 manager¿s 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.
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)
Requirements
We are not accepting applications from noncitizens.Evaluations
IMPORTANT: Applicants may be rated on the extent and quality of experience, education, and training relevant to the duties of the position(s). All answers provided in the on-line process must be substantiated. Ensure that your application package/resume supports your responses.
Required Documents
Current or Former Federal employee (including a current FAA employee): You MUST submit a copy of your most recent (non-award) SF-50, Notification of Personnel Action, or equivalent document that verifies tenure (block 24, code 1 or 2). Failure to provide the required documentation by the closing date of this announcement will result in non-consideration for this position.
Applicants must apply on-line to receive consideration for this vacancy announcement. Faxed, mailed or e-mailed applications cannot be accepted. If you need to submit additional documents to supplement your on-line application, e.g. transcripts, SF-50, or veterans' documentation, you may upload these documents with your application in USAJOBS. Supplemental documentation can also be faxed to (206) 231-4150 on or before the closing date of this announcement. Please include your name and the vacancy announcement number on each of your faxed pages and redact all Personally Identifiable Information (PII), such as social security number and date of birth. All required documents must be received in Human Resources by the closing date of the vacancy announcement.
If you are an FAA employee, you MUST provide a copy of your SF-50 (Notification of Personnel Action) containing information in Blocks 15, 17, 18, 19, 22, and 24 so it can be used to verify your position title, series, grade, tenure, and organization of record by the closing date of the announcement. You may fax your SF-50 or upload it into the on-line application. If faxing the SF-50, please ensure you include the vacancy announcement number on the faxed copy.
If you are an FAA employee, you can access and print your SF-50 from the eOPF system https://eopf.opm.gov/dot/.
How to Apply
Applicants may be required to complete one or multiple assessments as part of the evaluation process. This assessment aims to evaluate the competencies and qualifications essential for the position.You must apply online to receive consideration. Your application must be submitted by 11:59 PM Eastern Time on the Close Date for it to be accepted. If you are applying for positions associated with FAA registers, your application must be submitted at the time a referral list is created in order to receive consideration for positions associated with a register.
RESUMES ARE LIMITED TO TWO PAGES. IN DESCRIBING YOUR WORK EXPERIENCE AND/OR EDUCATION, PLEASE BE CLEAR AND SPECIFIC AND INCLUDE INFORMATION AS IT RELATES TO THE QUALIFICATIONS AND SPECIALIZED EXPERIENCE REQUIREMENTS OF THIS POSITION.
Please ensure EACH work history includes ALL of the following information:
Job Title (include series and grade if Federal Job)
- Relevant work experience: should align to the Job Announcement and address all required qualifications and include job title, employer name, start/end dates, number of hours worked per week.
- Education, certification or licensure: If required, education should include school/institution name, completion date, degree type and GPA.
Determining length of General or Specialized Experience is dependent on the above information and failure to provide ALL of this information may result in a finding of ineligible.
You may upload completed documents to your USAJOBS Account. This will provide you the opportunity to utilize the uploaded information again when applying for future vacancies. Once we receive your complete application, the Human Resources Office will conduct an evaluation of your qualifications. Eligible and qualified candidates will be referred to the hiring manager for consideration. You will be contacted directly if selected for an interview.
For instructions on how to check the status of your application, please go to: USAJOBS Help Guide.
Important - If you make any changes to your application, you must resubmit it. If you make changes to your application and do not resubmit it, your changes will not be considered part of your application package, and only your previously submitted application will be evaluated.
All qualified applicants will be considered regardless of political affiliation, race, color, religion, national origin, gender, sexual orientation, marital status, age, disability, or other non-merit factors. DOT provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency contact listed in the Agency Contact Information section of this announcement or the hiring manager. An employee with a disability must notify the decision-maker of the accommodation request. Job applicants and employees are required to follow up oral requests in writing. Decisions on granting reasonable accommodation will be made on a case-by-case basis. Additional information on reasonable accommodations procedures or on EEO Programs is available on Office of Civil Rights (ACR) or by contacting the local FAA Civil Rights Office.