Management and Program Assistant

at  US Federal Aviation Administration

QUALIFICATIONS

To qualify for this position 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 FV-D, FG/GS-3-6 level. Specialized experience includes: Experience in the performance basic and routine tasks in support of administrative program; utilizing automated systems to maintain data; and supporting the office in scheduling meetings; typing correspondence; providing standard information on administrative policies, personal property and travel administration.
To qualify for this position 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 FV-E, FG/GS-7/8 level. Specialized experience includes: Experience in the planning and accomplishing basic and routine tasks in support of administrative program; 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, personal property, and travel administration.
Applicants should include examples of specialized experience in their work history.
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.
Qualifications must be met by the closing date of this vacancy announcement.

EDUCATION

Education is not a requirement for qualifying for this position.
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

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

E-Band: Provides administrative 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; prepare and manage documents; compile, track, and analyze information; enter and track budget expenditures; purchase and inventory; establish, organize and manage files and records; provide computer assistance; schedule meetings; prepare correspondence; manage time and attendance; provide written or oral explanations of administrative policies; assist with the implementation of new office policies and systems; maintain calendars and travel records and arrangements.
Compiles and consolidates information, and prepares reports for assigned programs. Has a broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organizational unit.
Assists with various analytical studies, such as space management, travel administration, overtime usage trends, leave usage, etc., under the general direction of a higher level or more experienced employee. Assists in preparing 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. Gathers data, reconciles transactions, and identifies and resolves discrepancies.
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. Coordinates the distribution of allotments and tracks the 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 CASTLE, eLMS, and E2-Travel.
Utilizes a variety of financial applications such as DELPHI, PRISM, etc., as well as Excel to analyze, trouble shoot and problem solve.
Work is reviewed frequently at major stages of assigned tasks and at completion to ensure timeliness and alignment with requirements of projects and/or work activities. Work is typically supporting the work of other employees and contribute to the activities of the organization unit and major subdivision.
F-Band: Incumbent performs similar duties, but with less frequent supervision.