Management and Program Assistant

Federal Aviation Administration•El Segundo, CA

About The Position

The Management and Program Assistant supports the day-to-day operations of a Field Office. At the FV-0344-F level, the incumbent performs varied assignments under limited direction from the Field Office and Frontline Management Team, may lead other support staff in coordinating assignments, and provides backup support in the absence of the Administrative Officer. The work supports multiple projects and programs and contributes to organizational objectives. The employee plans and carries out administrative assignments, compiles and analyzes data, provides computer assistance, schedules meetings, prepares correspondence, explains policies, and coordinates implementation of office policies and systems. The position requires considerable independence while coordinating priorities and resources with management as needed. The employee resolves most routine problems, may recommend process improvements, provides guidance to lower-level support staff, and uses the government travel system while ensuring compliance with procedures and cost-accounting requirements. Work is reviewed periodically for policy compliance and alignment with project and activity requirements. At the FV-0344-E level, the incumbent performs basic, routine tasks under general direction in support of office operations. Duties include receiving visitors and callers and directing them appropriately; preparing reports and routine correspondence; checking outgoing correspondence for grammatical and procedural accuracy; and potentially serving as the office time-and-attendance focal point. The employee verifies time-and-attendance information, prepares accurate travel documents, reviews procurement needs, and coordinates procurement requests. The role may also support government motor vehicle, property accountability, office training, and personnel programs as directed by management.

Requirements

FV-0344-F: At least one year (52 weeks) of specialized experience equivalent to FV-E or FG/GS-7/8.
FV-0344-E: At least one year (52 weeks) of specialized experience equivalent to FV-D or FG/GS-3/6.
For FV-0344-E, specialized experience at the next lower level (FV-D) includes using office automation software to create letters or memoranda, reports, and spreadsheets, and performing varied administrative functions such as records keeping, travel administration, time-and-attendance management, file and records management, and meeting scheduling.
U.S. citizenship is required.
Selective Service registration is required for males born after December 31, 1959.
Must submit an SF-50.
Qualification requirements must be met by the vacancy announcement closing date.
Applicants must apply online; faxed, mailed, or emailed applications are not accepted.

Responsibilities

Support the day-to-day operations of the Field Office and assist the Office Manager, Frontline Management Team, and Administrative Officer.
May lead support staff in coordinating multiple assignments and perform backup duties for the Administrative Officer.
Plan and perform administrative assignments supporting projects and programs; compile, track, and analyze data.
Provide computer assistance, schedule meetings, prepare correspondence, explain organizational policies, and coordinate implementation of office policies and systems.
Coordinate priorities and resources with management as needed; help others plan projects and identify resources.
Resolve routine problems, identify issues requiring management attention, recommend solutions, and suggest work-process improvements.
Provide guidance to lower-level administrative support staff on routine problems and issues.
Use the government travel system and ensure travel activities comply with established procedures and cost-accounting requirements.
Receive visitors and callers, determine the nature of their inquiries, and direct them to the appropriate office or team.
Prepare reports and routine correspondence, and review outgoing correspondence for grammatical and procedural accuracy.
Verify time-and-attendance information and report discrepancies to the manager; may serve as the office time-and-attendance focal point.
Prepare accurate travel authorizations and other travel documents in accordance with regulatory guidelines.
Review office procurement requirements and prepare procurement requests using applicable system applications.
Assist with government motor vehicle, property accountability, office training, and personnel programs as directed.
Perform other duties as assigned.