Management and Program Assistant

Federal Aviation Administration • Philadelphia, PA

1d

About The Position

Performs routine, multiple, and varying administrative tasks in support of agency administrative programs, policies, and procedures. Assists managers, support staff, and other employees with day-to-day operations. The position plans and carries out administrative assignments with an understanding of how they support organizational activities, including personnel actions, staffing records, budget tracking, procurement, property management, time and attendance, travel administration, facility access credentials, and preparation of reports and data visualizations.

The employee works under general supervision of a manager, with minimal oversight from a team lead or higher-level professional. Established procedures guide most assignments, while allowing discretion to select approaches or recommend new ones. The employee resolves most routine problems independently, identifies issues needing management attention, provides guidance to lower-level support staff, and has work reviewed periodically for policy compliance and alignment with project requirements. The work supports multiple projects or programs and administrative services for geographically dispersed facilities in a district. It involves frequent coordination with internal managers and employees and routine contact with external customers and other parties.

Requirements

• At least one year (52 weeks) of specialized experience equivalent to FV-E or FG/GS-7-8.
• Specialized experience must provide knowledge, skills, and abilities relevant to successfully performing the position’s duties.
• Specialized experience may include compiling, tracking, and supporting programs such as purchases, inventory, and budget expenditure tracking.
• Specialized experience may include providing computer assistance, scheduling meetings, managing time and attendance, and administering travel.
• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Applicants must submit an SF-50.
• Applicants must apply through Aviator.
• Qualifications must be met by the vacancy announcement closing date.
• A satisfactory security requirement, including waiver or completion as applicable, is required for selection and placement.
• A one-year probationary period may be required.
• The selected employee may be required to file a financial disclosure statement within 30 days of entering on duty.

Responsibilities

• Plan and perform administrative assignments supporting agency programs, policies, procedures, and organizational activities.
• Initiate personnel action requests and related documents for vacancies, promotions, details, resignations, certifications, and other personnel actions.
• Coordinate with the servicing HR office about personnel actions, routine discrepancies, and unclear or missing guidance.
• Maintain organizational systems and records of staff levels, position assignments, and employee status.
• Compile and format historical and trending financial information to support budget preparation and submission.
• Modify and maintain automated systems for tracking fund obligations and expenditures during the annual operating budget cycle.
• Initiate or review procurement requests and confirm that requested items are adequately justified under expenditure criteria.
• Manage and internally control assigned agency property, including periodic inventories in accordance with agency guidelines.
• Perform time and attendance duties for employee groups with varying or frequently changing schedules, shifts, premium pay entitlements, pay systems, position tenure, or bargaining-unit differences.
• Use the travel system to initiate, complete, review, and validate travel authorizations and vouchers for compliance with applicable guidelines.
• Ensure compliance with facility, regional, and service-area security policies for issuing keys, parking decals, identification badges, proximity cards, and other access credentials.
• Use software to prepare narrative and statistical reports, graphs, and charts.
• Identify problems requiring management or employee attention and help develop and recommend solutions.
• Provide guidance to lower-level support staff on routine problems and issues.
• Coordinate with internal and external contacts to share information, coordinate work, and discuss assignment status.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position eligibility and should be confirmed with the hiring agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed