Management and Program Assistant

About the role

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.
• 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 for the employee to select the most appropriate approach(es) 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 professional or technical occupation that is being supported.

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

• Only supplemental documentation, e.g., transcripts or veteran's documentation will be accepted in combination with your on-line application.
• These documents must be uploaded with your application or e-mail to *** on or before the closing date of this announcement.
• All submitted documents should reference the announcement number.
• 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. *** Interviews: If the Agency decides to interview any qualified employee on the selection list, then all on the list who are qualified must be interviewed.

Requirements for Security Clearance: Selection and placement are contingent upon waiver or completion of satisfactory security requirement. Incomplete Applications: Please ensure you answer all questions and follow all instructions carefully. Errors or omissions may impact your rating or may result in you not being considered for the job.

Links to Important Information: Locality Pay, COLA