Management and Program Assistant

About the role

The incumbent serves as a Management and Program Assistant in the Air Traffic Organization, Technical Operations, Technical Services, Operations Support Staff (OSS) offices.

What you will do

• Performs a combination of routine and multiple and varying assignments under the limited direction of a manager, project/program manager, team leader, or more experienced employee.
• Assists managers and other employees in day-to-day operations, and may act as a lead for other support staff to coordinate multiple assignments.
• 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.
• 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 advanced 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; maintaining calendars and travel records and arrangements.
• 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, 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.
• 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.
• 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.
• Established policies/procedures provide guidance for most assignments, but allow some discretion for the employee to select the most appropriate approach(es) or to recommend a new approach(es).
• Interprets guidelines, compiles and consolidates information, and prepares reports for assigned programs.
• Provides management assistance on the operations of assigned programs and the interrelationships of such programs.
• Resolves most problems and work issues without the assistance of a manager or more experienced employee.
• Identifies and informs managers and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions.
• 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.
• 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.
• 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.
• Work is reviewed periodically, typically through status reports and at completion, to ensure policy compliance and alignment with the requirements of projects and/or work activities.

Requirements

• We are not accepting applications from noncitizens.

Education

1 year of education above high school can be substituted for the general work experience at the FV-D level.

How you will be evaluated

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.

Documents you must provide

• Applicants must apply on-line, through USAJOBS, to receive consideration; 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 veteran's documents, you may upload these documents with your application in USAJOBS.
• Current FAA employee: You MUST submit a copy of your most recent (non-award) SF-50 including 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.
• Failure to provide the required documentation by the closing date of this announcement will result in non-consideration for this position.
• 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 ***
• Forms: SF-15 : Application for 10-Point Veteran Preference

What to expect next

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.

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: 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 Links to Important Information: Locality Pay, COLA