Management and Program Assistant

Employer
USAJobs
Location
Leesburg, Virginia
Posted
Sep 17, 2020
Closes
Sep 25, 2020
Hours
Full Time
Duties

Summary

Provides administrative support to supervisors, managers and other employees in managing the office's administrative functions in day to day operations which may include several of the following areas: fiscal management, travel, management information systems, contract administration, property management, procurements, and overall office management.

Learn more about this agency

Responsibilities

Plans, develops, monitors, and executes actions required to manage the office's administrative functions. Typical specialized assignments may include: preparing and managing correspondence; compiling, tracking and analyzing information for a wide variety of programs, entering and tracking budget expenditures; purchasing and inventory, establishing, organizing and managing files, documents, and records; providing advanced computer assistance; schedule meetings; managing time and attendance, providing written or oral explanations of organizational policies; coordinating the implementation of new office policies and systems, maintaining calendars and travel records and arrangements. Interprets guidelines, compiles and consolidates information, and prepares reports for assigned programs. Provides management assistance on the operations of assigned programs and the internal relationships of such programs. Has a broad understanding of how administrative, financial and other business support assignments contribute to the activities of the organizational unit. Performs various analytical studies. such as space management, travel administration overtime usage trends, leave usage, etc. with limited review by a higher level or more experienced employees. Prepares administrative directives or revisions needed to implement recommendations. Collects program information from FAA personnel and enters it into information systems. Tracks all financial, personnel, supply, and other such transactions through the office in both electronic and paper form. Reconciles data, validates transactions and, identifies and resolves discrepancies. Provides guidance to office on travel regulations and ensures the office's travel practices meet established criteria. Prepares travel orders, including cost estimates for training assignments and permanent change of station actions. Reviews travel vouchers for administrative and procedural compliance, including proper cost accounting codes and statistical accuracy. Purchases administrative supplies or equipment/furniture assuring purchases are made through the appropriate channels. Initiates and reviews procurement requests for equipment and other items to ensure local purchases, depot orders, etc., are conducted according to policy. Ensures justifications of requested items meet criteria for expenditures. Maintains an orderly supply room and distributes supplies. Ensures effective management of assigned agency property via the Automated Inventory Tracking System (AITS). Ensures internal control of property by conducting property inventories periodically by validating property assignment and locations. Assists in the preparations of budget estimates, justification statements, and budget execution plans and provides advice on such matters as the distribution of allotments and availability of budgetary funds for program purposes. Modifies and maintains automated systems for tracking obligations and expenditures of funds throughout the execution phase of the annual operating budget. Reconciles discrepancies to ensure effective use of funds. Reviews budget data for accuracy of technical treatment and format, mathematical accuracy and conformance with budget policy and guidance. Uses a wide variety of computer programs and software applications, including LDR, eLMS and E2 Travel. Utilizes a variety of financial applications such as DELPHI, REGIS, PRISM, and PCPS etc., as well as Excel to analyze trouble shoot and problem solve. Prepares administrative articles, reports, and briefing items. Applies experience and detailed knowledge to plan and accomplish assignments for projects/programs. Resolves most problems and work issues without the assistance of a manager referring only those that cannot be resolved. Provides general administrative guidance to the staff and keeps the manager informed of any issues. Contacts are typically internal and external between offices, ATO, Service Centers and FAA Headquarters.

Travel Required

Occasional travel - The job may require travel from time- to-time, but not on a regular basis. The travel may be for training or other work-related duties.

Supervisory status
No

Promotion Potential
NA

Requirements

Conditions of Employment

  • US Citizenship is required.
  • Selective Service Registration is required for males born after 12/31/1959.


Qualifications

To qualify for this position you must demonstrate in your application that you possess at least one year (52 weeks) of specialized experience equivalent to FV-E, FG/GS-7-8 in the Federal Service. Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in, or related to, the position to be filled.

Specialized experience: Preparing and managing correspondence, compiling, tracking and analyzing information for a wide variety of programs, entering and tracking budget expenditures, purchases and inventory, establishing, organizing and managing files; providing advanced computer assistance, scheduling meetings, managing time and attendance; providing written or oral explanations of organizational policies; coordinating the implementation of new office policies and systems; maintaining calendars and performing travel administration.

Qualification requirements must be met by closing date of this vacancy announcement.

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 or Other Factors, 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 KSA's 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.

Education

Preview Job Questionnaire
Make sure your resume includes detailed information to support your qualifications and answers to the job questionnaire.

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.

If the Agency decides to interview any qualified employee on the selection list, then all on the list who are qualified must be interviewed.

Applicants must apply on-line to receive consideration for this vacancy announcement.

Faxed, mailed, or e-mailed applications cannot be accepted.

You may be asked to verify information on your application for employment with the FAA. FAA's CORE COMPENSATION PLAN This position is covered by the FAA Core Compensation Plan. Additional information is available on the FAA website at: http://employees.faa.gov/employee_services/pay_perf/pay/core_comp_plan/.

This is a bargaining unit position.

Links to Important Information: Locality Pay , COLA

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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.

Background checks and security clearance

Security clearance
Other

Drug test required
No

Required Documents

Supporting documentation must be submitted by either uploading as an attachment through USAJOBS or by E-mailing to Danielle.Y.Muldrow@faa.gov by 11:59PM EST on or before the closing date of the vacancy announcement.

Applicants who do not submit supporting documentation for eligibility will not be considered.

Documentation will not be accepted after the closing date.

All Veterans: If you are claiming veterans' preference, you must submit either a DD Form 214 Certificate of Release or Discharge from Active Duty (Member 4 Copy or equivalent), or a document from the armed forces certifying that within 120 days you are expected to be discharged or released from active duty service under honorable conditions. If you are claiming 10 point preference, you must also submit a completed SF-15, Application for 10-Point Veteran's Preference, and supporting documents outlined on the SF-15. Documents must be uploaded or faxed to the Servicing Human Resource Management Office listed in this announcement and all documents must be received by the closing date of the announcement. If you fail to submit documentation, you will be assessed as a non-veteran.

If you are claiming 10 point preference but fail to submit the supporting documents outlined on the SF-15, you will be tentatively assessed as a 5 point preference eligible provided your DD Form 214 reflects that you have the service required to qualify for preference. Documents must be uploaded or faxed to the Servicing Human Resource Management Office listed in this announcement and all documents must be received by the closing date of the announcement. If you fail to submit documentation, you will be assessed as a non-veteran.

Veterans currently on active duty claiming veterans' preference: You will be granted tentative preference if you submit a document from the armed forces certifying that within 120 days you are expected to be discharged or released from active duty service under honorable conditions and your application shows that you have the required service. Prior to being appointed, you must provide to the Servicing Human Resource Management Office a DD Form 214 documenting discharge/release and showing that the service was honorable or general. If you are on terminal leave, you must provide documentation certifying authorized terminal leave.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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