Management and Program Assistant

About the role

The duty location for this position is Milwaukee, WI. This position may be filled at the E or F Band.

What you will do

• Performs basic and routine tasks under the general direction of the Office Manager, Frontline Manager, or Administrative Officer in day-to-day operations of the office.
• Receives visitors and callers.
• Ascertains the nature of the visit/call and directs the individual to the appropriate office/team.
• Prepares various reports and composes and types routine correspondence such as letters and memorandums.
• Reviews outgoing correspondence for grammatical and procedural accuracy.
• May serve as the time and attendance focal point for the office.
• Verifies time and attendance information and reports discrepancies to manager.
• Ensures travel authorizations and other travel documents are prepared accurately and comply with regulatory guidelines.
• Reviews office procurement requirements for supplies, equipment, and services.
• Coordinates and prepares procurement requests utilizing various system applications.
• Assists in a variety of administrative programs such as the government motor vehicle program, property accountability, office training program, and personnel program at the direction of management.
• Examines current office practices and policies and recommends improvements.
• Keeps staff current on procedural changes.
• Utilizes a variety of software programs to accomplish assignments.
• Provides files and records management oversight.
• Performs other duties as assigned.
• Duties at the FV-0344-F Band: Performs a combination of routine, multiple, and varying assignments under the limited direction of the Field Office and Frontline Management Team.
• Assists Office Manager and Frontline Management Team, as well as the Administrative Officer, 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.
• 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.
• Utilizes a variety of software programs to accomplish assignments.
• Demonstrates considerable independence in planning time, and coordinates as needed with the Office Manager, Frontline Management Team, and Administrative Officer to prioritize assignments and use assigned resources.
• Often helps others plan and identify resources to accomplish projects/programs/tasks.
• May provide recommendations to improve work processes.
• Resolves most problems and work issues without the assistance of the Office Manager, Frontline Management Team, or Administrative Officer.
• Identifies and informs Office Manager, Frontline Management Team, Administrative Officer, and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions.
• Provides guidance to lower level administrative support staff for handling routine problems and issues.
• Utilizes the government travel system as necessary, and assures compliance with established procedures and cost accounting data.
• Performs other duties as assigned.

Requirements

• We are not accepting applications from noncitizens.

Education

Education is not qualifying and may not be substituted for experience.

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. *** 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.

Eligible applicants meeting the minimum qualification requirements and selective factor(s), if applicable, may be further evaluated on the Knowledge, Skills and Abilities (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. Some, all, or none of the applicants may be interviewed. This is not a bargaining unit position.

Links to Important Information: Locality Pay, COLA