Management and Program Assistant (Flight Standards Service)

About the role

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.

What you will do

• 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.
• External contacts are typically with customers and other parties on routine matters related to the project/program being supported.
• Established policies and procedures guide most assignments, but allow some discretion for the incumbent to select the most appropriate approach or to recommend new approaches.

Requirements

• We are not accepting applications from noncitizens.

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

• If you need to submit additional documents to supplement your online 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 *** 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.
• 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. *** This is not a bargaining unit position.

Links to Important Information: Locality Pay, COLA