Management and Program Assistant

at  US Federal Aviation Administration

QUALIFICATIONS

To qualify at the FV-D level, you must demonstrate in your application that you possess at least six (6) months of general experience or 1 year of accredited education above high school. General experience is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled.
To qualify at the FV-E level, you must demonstrate in your application that you possess at least one year (52 weeks) of specialized experience equivalent to the next lower level (FV-D/FG/GS-3-6) in the normal line of progression. 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.
To qualify at the FV-F level, you must demonstrate in your application that you possess at least one year (52 weeks) of specialized experience equivalent to the next lower level (FV-E/FG/GS-7/8) in the normal line of progression. 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 is defined as: Planning and accomplishing basic and routine tasks in support of administrative programs; utilizing automated systems to track, reconcile and report data; compiling and analyzing data; preparing and managing documents and supporting the office in the areas of financial support, personnel matters, personal property, travel administration and other office programs.

QUALIFICATIONS MUST BE MET BY THE CLOSING DATE OF THE ANNOUNCEMENT.

You should include relevant examples of the specialized experience in your work history. Errors or omissions may impact your rating or may result in you not being considered.
Knowledge, Skill, and Ability (KSAs): 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 section, 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. 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

Education Substitution at the FV-D Level ONLY: Successful completion of education 1 year above high school in any field. To qualify based on education, you must submit a COPY of your high school or college transcripts or certificates. Failure to do so will result in loss of consideration. If selected, official transcripts will be required prior to employment. Schools must be accredited by an accrediting institution recognized by the U.S. Department of Education. Foreign education must be evaluated by a private professional organization specializing in interpretation of foreign education credentials or an accredited U.S. educational institution in terms of equivalency to a degree acquired at an American college or university. A copy of the evaluation results must be included in your application package. If you do not include a copy of the evaluation as part of your application package, your foreign education will not be considered.
Preview Job Questionnaire
Make sure your resume includes detailed information to support your qualifications and answers to the job questionnaire.

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.

• How to Apply

If you need to submit additional documents to supplement your on-line 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 (817) 222-5852 on or before the closing date of this announcement. Please include your name and the vacancy announcement number on each of your faxed pages. We cannot guarantee timely receipt or assume responsibility for the quality or legibility of any faxed documents. Regardless of the method of delivery, all supporting documentation MUST be received in the servicing Human Resources Office prior to the closing date of announcement.
30% or More Disabled Veteran Program you must submit a DD 214, Certificate of Discharge (Member 4 copy is preferred), and supporting documentation as required by form SF-15 such as an official statement, dated 1991 or later, from the Department of Veterans Affairs or from branch of the Armed Forces certifying to the present existence of the veterans service-connected disability.
Veterans Recruitment Appointment you must submit a DD 214, Certificate of Discharge (Member 4 copy is preferred). Applicants claiming l0-point preference must provide supporting documentation as required by form SF-15 such as, an official statement dated 1991 or later, from the Department of Veterans Affairs or from a branch of the Armed Forces, certifying to the present existence of the veterans service-connected disability before preference is awarded.

Persons with Disabilities and Persons with Targeted Disabilities Appointment you must provide proof of disability documentation (i.e. Schedule A Letter) that:

• May be a letter or other documentation on official stationery or letterhead with an official signature.
• Clearly states that you are eligible for appointment under the PWD and PWTD hiring authority or a Schedule A appointment authority as outlined in 5 CFR Section 213.3102(u).
• Does not need to detail the specific disability, medical history, or need for accommodation.

You must apply online to receive consideration. Your application must be submitted by 11:59 PM Eastern Time on the Close Date for it to be accepted. If you are applying for positions associated with FAA registers, your application must be submitted at the time a referral list is created in order to receive consideration for positions associated with a register.

DETERMINING LENGTH OF GENERAL OR SPECIALIZED EXPERIENCE IS DEPENDENT ON THE ABOVE INFORMATION AND FAILURE TO PROVIDE ALL OF THIS INFORMATION MAY RESULT IN A FINDING OF INELIGIBLE.

You may upload completed documents to your USAJOBS Account. This will provide you the opportunity to utilize the uploaded information again when applying for future vacancies. Please see this guide, Document Upload Guide, for more information on uploading and re-using the documents in your applications.

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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DUTIES

FV-D Duties: Performs basic tasks in support of the office’s administrative functions under the close direction of a manager or more experienced employee. Assists managers and other employees in day-to-day operations. Applies basic knowledge and limited experience in performing a variety of tasks that support the office’s administrative Programs, policies, and procedures. Assignments may include compiling and tracking data; maintaining records; scheduling meetings; receiving visitors; responding to telephone inquiries; typing and reviewing correspondence; and providing standard information on administrative policies. Compiles and consolidates information, and prepares reports for review. Applies analytical processes to programs such as space management, travel administration, overtime usage trends, leave usage, etc,.to provide reports and data to management for decision making. Assists in preparing administrative directives or revisions needed to implement recommendations. Collects program information from FAA personnel and enters it into information systems. Tracks financial, personnel, supply, and other such transactions through the office in both electronic and paper form. Gathers data, reconciles transactions, and identifies and resolves discrepancies. Uses a wide variety of computer programs and software applications, including CRU-X, eLMS, and GovTrip. Utilizes a variety of financial applications such as DELPHI, REGIS, PRISM, PCPS, etc., as well as Excel to analyze, trouble shoot and problem solve. Regularly refers problems and work issues to a manager or more experienced employee for guidance.
FV-E Duties: Provides support to supervisors, managers, and other employees in managing the office’s administrative functions; which may include several of the following areas: fiscal management, travel, management information systems, contract administration, property management, procurements, and overall office management. Performs a variety of administrative tasks in implementing the office’s administrative programs, policies, and procedures. Assignments may include general office administration; preparing and managing documents; compiling, tracking, and analyzing information for a wide variety of programs; entering and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files and records; providing computer assistance; scheduling meetings; preparing correspondence; managing time and attendance; providing written or oral explanations of administrative policies; assisting with the implementation of new office policies and systems; maintaining calendars and travel records and arrangements. Compiles and consolidates information, and prepares reports for assigned programs.
FV-F Duties: 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; 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 travel records and arrangements. 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.