Management and Program Assistant

About the role

Serves as a Management and Program Assistant at facilities within Chicago District by providing administrative support within the facility of hire as well as other air traffic control facilities within the District. Performs a combination of routine, multiple and varying administrative tasks in support of agency administrative programs, policies, and procedures.

Assists managers, support staff, and other employees in day-to-day operations.

What you will do

• Applies experience and advanced knowledge to plan and perform administrative assignments with a broad understanding of how administrative assignments contribute to organizational activities.
• Specialized assignments include the following: Initiates requests for personnel actions and other documents required to fill vacancies and effect other personnel actions (promotions, details, resignations, certification, etc.).
• Coordinates questions with the servicing HR office regarding personnel actions, routine discrepancies, and missing/vague guidance.
• Maintains and updates organizational systems to ensure accurate account of staff levels, employee position assignments and employee status.
• Collects, compiles and formats historical and trending financial information to contribute to the preparation and submission of budget requirements.
• Modifies and maintains automated systems for tracking obligation and expenditures of funds throughout the execution phase of the annual operating budget cycle.
• Initiates or reviews procurement requests for equipment and other items as needed.
• Ensures justification of requested items meet criteria for expenditures.
• Ensures effective management and internal controls of assigned agency property through periodic inventories in accordance with agency guidelines.
• Performs time and attendance duties for large groups of employees with varying and/or frequently changing working times, shifts, schedules, premium pay entitlements, pay systems, position tenure, and/or collective bargaining unit differences.
• Utilizes travel system to initiate, complete, review and validate travel authorizations and vouchers to ensure compliance with governing guidelines.
• Ensures compliance with facility, regional, and service area facility security guidelines and policies governing the issuance of keys, parking decals, identification badges, proximity cards, and other access credentials for FAA employees, contract employees and visitors.
• Independently uses a variety of software to prepare narrative and statistical reports, graphs, and charts.
• Accomplishes work under the general supervision of a manager and minimal oversight of a team lead or higher-level professional.
• Demonstrates considerable independence in planning time, and coordinates only as needed with a manager or more experienced employee to prioritize assignments and use assigned resources.
• Established policies/procedures, provide guidance for most assignments, but allow some discretion to select the most appropriate approach or to recommend new approaches.
• 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.
• Provides guidance to lower-level support staff members for handling routine problems and issues.
• 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.
• Completed work is compliant and accepted without significant changes.
• Work impacts the effectiveness and efficiency of administrative services provided to facilities geographically dispersed through a district.
• The workforce and the organization rely heavily upon this position for accuracy and timeliness in the completion of assigned tasks.
• Work activities typically support multiple projects/programs and contribute to the objectives of one or more organizational units and/or major subdivisions.
• 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 occupation that is being supported.

Requirements

• We are not accepting applications from noncitizens.

Education

There is no education substitution at the FV-F 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 online in order to receive consideration.
• Hard copy applications cannot be accepted.
• All supplemental documents (e.g. SF-50) must be uploaded by the closing date of the announcement in order to receive consideration.
• Applicants will be considered ineligible if the application and required documentation are not received by the closing date of this 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 ***

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. *** 1.

Salary range for each duty station: Madison, WI (MSN ATCT) - 17.06% locality Minimum $54,819 - Maximum $82,232 Milan, IL (MLI ATCT) - 18.93% locality Minimum $55,695 - Maximum $83,546 Chicago, IL (ORD ATCT, MDW ATCT) and Wheeling, IL (PWK ATCT) - 30.86% locality Minimum $61,282 - Maximum $91,927 2.

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.

3. Interviews will be conducted IAW applicable Collective Bargaining Unit Agreement and/or Agency Policy. Links to Important Information: Locality Pay, COLA