Management & Program Assistant (FV-E/F)

About the role

The incumbent will perform a combination of routine, multiple, and varying assignments under the limited direction of the Field Office and Frontline Management Team.

What you will do

• 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 appropriate 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.
• FV-F Duties: 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 only 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.
• Contacts are typically internal and external.
• Internal contacts frequently involve the Office Manager, Management Team, and Administrative Officer, as well as internal Aviation Safety Inspectors and administrative personnel.
• 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 that relate to the project/program that is being supported.
• Established policies and procedures provide guidance for most assignments, but allow some discretion for the incumbent to select the most appropriate approach, or to recommend new approaches.
• 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.
• 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.
• Performs other duties as assigned.

Requirements

• We are not accepting applications from noncitizens.

Education

Not Applicable.

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

• All FAA employees MUST submit their most recent Notification of Personnel Action (SF-50), (see below on required information needed on SF-50).
• Form(s) may be uploaded to your on-line application or submitted by mail or fax.
• If you choose to submit the form via fax, we cannot guarantee timely receipt or assume responsibility for the quality or legibility of the form.
• Illegible forms will result in loss of consideration.
• Mailed or faxed forms should be addressed to the agency point of contact listed in this vacancy 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. *** Full promotion potential to the FV-F Level: Identification of promotion in the vacancy announcement does not constitute a commitment or an obligation on the part of management to promote the employee selected at some future date.

Promotion will depend upon the selectee meeting training, qualification requirements, and recommendation by the supervisor. Security Requirement: Selection and placement are contingent upon waiver or completion of satisfactory security requirements.

For Low-Risk (1), this position requires completion and favorable adjudication of a National Agency Check and Inquiry (NACI) background investigation prior to appointment, unless a waiver is obtained. Security Requirement: FV-0344-F (Moderate-Risk (5). Pay: This position is covered by the FAA Core Compensation plan.

Interviews: The Agency may choose to interview some, none or all of the candidates on the list. Incomplete Application: Please follow all instructions carefully. Errors or omissions may affect your rating.

Your application/resume MUST have your official title, grade and series on your work history. Office Automation applies to FV-0344-E only. This position may be filled at the FV-E or F level.

This is not a bargaining unit position. Links to Important Information: Locality Pay, COLA