Management and Program Assistant

Federal Aviation Administration | Charleston, SC

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Posted Date 3/14/2020
Description

Provides administrative support to supervisors, managers and other employees in managing the office's administrative functions and day-to-day operations; which may include several of the following areas: fiscal management, travel, management information systems, contract administration, property management, procurements, and overall office management.

Plans, develops, monitors, and executes actions required to manage the office's administrative functions. Typical specialized assignments may include: preparing and managing correspondence; compiling, tracking, and analyzing information for a wide variety of programs; entering and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files, documents, and records; providing advance computer assistance; scheduling meetings; managing time and attendance; providing written or oral explanations of organizational policies; coordinating the implementation of new office policies and systems; maintain calendars and travel records and arrangements. Interprets guidelines, complies and consolidates information, and prepares reports for assigned programs. Provides management assistance on the operations of assigned programs and the interrelationships of such programs. Has a broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organizational unit. Performs various analytical studies, such as space management, travel administration, overtime usage trends, leave usage, etc., with limited review by a higher level or more experienced employee. Prepares 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. Reconciles data, validates transactions, and identifies and resolves discrepancies. Provides guidance to office on travel regulations and ensures the office’s travel practices meet established criteria. 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. 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. Assists in the preparations of budget estimates, justification statements, and budget execution plans and provides advice on such matters as the distribution of allotments and availability of budgetary funds for program purposes. Modifies and maintains automated systems for tracking obligations and expenditures of funds throughout the execution phase of the annual operating budget. Reconciles discrepancies to ensure effective use of funds. Reviews budget data for accuracy of technical treatment and format, mathematical accuracy, and conformance with budget policy and guidance. Uses a wide variety of computer programs and software applications. Prepares administrative articles, reports and briefing items. Applies experience and detailed knowledge to plan and accomplish assignments for projects/programs. Performs tasks independently. Plans, coordinates, and accomplishes workload, which includes multiple assignments and priorities that support a variety of internal organizations. Resolve most problems and work issues without the assistance of a manager referring only those that cannot be resolved.

To qualify for this position you must demonstrate in your application that you possess at least one year (52 weeks) of specialized experience equivalent to FV-E, FG/GS-7/8. Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in, or related to, the position to be filled.

Specialized experience may include but is not limited to: Preparing and managing correspondence, compiling, tracking and analyzing information for a wide variety of programs, entering and tracking budget expenditures, purchases and inventory, establishing, organizing, and managing files; providing advanced computer assistance; scheduling meeting; managing time and attendance; providing written or oral explanations of organizational policies; coordinating the implementation of new office policies and systems; maintaining calendars and performing travel administration.

Qualification requirements must be met by closing date of this vacancy announcement.

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