ATC Administrative Assistant at the FAA Academy

SAIC•Oklahoma City, OK

7h•Onsite

About The Position

The Administrative Assistant at the FAA Academy is responsible for coordinating and performing a wide range of office and administrative functions in support of FAA training operations. This role manages storage, retrieval, and integration of information for dissemination to staff and clients while ensuring efficient office operations. The ideal candidate is highly organized, detail-oriented, and proficient in office systems and technology, with the ability to manage sensitive information confidentially and work both independently and collaboratively. The ideal candidate must have ability to work with a number of roles and functions in support of the mission in a fast-paced environment. Additional duties may include, but need not be limited to: Perform and coordinate office administrative activities. Store, retrieve, and integrate information for distribution to staff and customers. Operate and maintain office equipment, including fax machines, photocopiers, scanners, videoconferencing, and telephone systems. Prepare spreadsheets, compose correspondence, manage databases, and produce high-quality, error-free reports and documents. Access, enter, and extract information from designated government databases while maintaining confidentiality. Plan and schedule meetings, appointments, and travel arrangements. Organize and maintain both paper and electronic filing systems. Manage projects, conduct research, and disseminate information via telephone, mail, websites, and email. Monitor administrative activities to ensure compliance with procedures, regulations, and statutory requirements. Review administrative processes and recommend efficiency improvements. Monitor expenditures and receipts, ensuring compliance with funding source restrictions and tracking requirements; recommend solutions for discrepancies or unique situations. Support hiring efforts by preparing interview packages and correspondence for instructional candidates. Audit and calculate timesheets, monitor instructional hours, and process premium pay (overtime, shift differentials, etc.), ensuring accurate coding and corrections where necessary. Occasionally assist with payroll processing and timesheet approvals.

Requirements

Must have the ability to obtain and maintain a Public Trust clearance
Five (5) years of experience operating Windows and associated Microsoft Office applications, including: MS Word, Excel, PowerPoint, Access, etc.
The capability to enter and extract information from designated Government database programs as required by the authorized Training Administrator (TA).
The ability to format and produce high quality and error free documents in response to program requirements.
The Training Materials Administrator must also possess strong interpersonal skills and have the ability to work independently.

Nice To Haves

Administrative experience in a government facility.

Responsibilities

Perform and coordinate office administrative activities.
Store, retrieve, and integrate information for distribution to staff and customers.
Operate and maintain office equipment, including fax machines, photocopiers, scanners, videoconferencing, and telephone systems.
Prepare spreadsheets, compose correspondence, manage databases, and produce high-quality, error-free reports and documents.
Access, enter, and extract information from designated government databases while maintaining confidentiality.
Plan and schedule meetings, appointments, and travel arrangements.
Organize and maintain both paper and electronic filing systems.
Manage projects, conduct research, and disseminate information via telephone, mail, websites, and email.
Monitor administrative activities to ensure compliance with procedures, regulations, and statutory requirements.
Review administrative processes and recommend efficiency improvements.
Monitor expenditures and receipts, ensuring compliance with funding source restrictions and tracking requirements; recommend solutions for discrepancies or unique situations.
Support hiring efforts by preparing interview packages and correspondence for instructional candidates.
Audit and calculate timesheets, monitor instructional hours, and process premium pay (overtime, shift differentials, etc.), ensuring accurate coding and corrections where necessary.
Occasionally assist with payroll processing and timesheet approvals.