Management and Program Assistant

About the role

Incumbent will perform a combination of routine, multiple and varying assignments related to the AFS International Programs & Policy Division, mission under the limited direction of the Office Manager, Front-line Manager, or Administrative Officer in day-to-day operations of the office.

What you will do

• Performs a combination of routine, multiple and varying assignments related to the AFS international Programs & Policy Division, mission under the limited direction of the Office Manager, Front-line Manager, or Administrative Officer in day-to-day operations of the office.
• Applies experience and advanced knowledge to perform administrative assignments for projects/programs; and clerical assignments.
• 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 explanations of organization policies; and coordinating the implementation of new office policies and systems.
• 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 prepares routine correspondence such as letters and memorandums.
• Reviews outgoing correspondence for grammatical and procedural accuracy.
• May serve as time and attendance focal point for the office.
• Ensures travel authorizations and other travel documents are prepared accurately and comply with regulatory guidelines.
• Serves as government Funds Certifier purchase and card enters and transactions procurement into actions.
• 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 Manager, and Administrative Officer to prioritize assignments and use assigned resources.
• Often helps others plan and identify resources to accomplish projects/programs/tasks.
• Provides files and records management oversight.
• Demonstrates considerable independence and prioritizes assignments time, and coordinates assigned resources as needed.
• Contacts are typically internal and external to share information, coordinate efforts, and discuss the statuses assignments.
• May provide recommendations to improve work processes.
• Resolves most problems and work issues without assistance.
• Identifies issues needing attention of Office/Frontline Manager and helps them develop and recommend solutions.
• Provides guidance to lower level administrative support staff for handling routine problems and issues.
• This position will be called upon to gather AVS/AFS international statistical data and reports, and participate in analysis utilized in the preparation and issuance of managerial responses to bargaining unit actions, AFS, AVS, and/or FAA.
• 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

Education 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. *** This position is covered by the Department of Transportation's Drug and Alcohol Testing Program.

Any applicant tentatively selected for this position will be subject to pre-employment or pre-appointment drug screening. Persons occupying a "testing designated position (TDP)" will be subject to random drug and/or alcohol testing.

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.

In-grade/Downgrade applications will be accepted Current FAA employee: You MUST submit a copy of your most recent (non-award) SF-50, Notification of Personnel Action, or equivalent document that verifies tenure (block 24, code 1 or 2).

Failure to provide the required documentation by the closing date of this announcement will result in non-consideration for this position.

Some, all, or none of the applicants may be interviewed. This is not a bargaining unit position. Links to Important Information: Locality Pay, COLA