Management and Program Assistant

Federal Aviation Administration•Westbury, NY

12h

About The Position

Performs routine, varied administrative tasks supporting agency programs, policies, and procedures. Assists managers, support staff, and other employees with day-to-day office operations, applying advanced knowledge of how administrative work supports organizational activities. Plans, develops, monitors, and executes administrative functions that may cover fiscal management, travel, management information systems, contract administration, property management, procurement, and general office management. Interprets guidelines, consolidates information, prepares reports, and provides management assistance on assigned programs and their interrelationships. Conducts analytical studies with limited review and prepares administrative directives or revisions to implement recommendations. Collects program information and enters it into information systems; tracks and reconciles financial, personnel, supply, and other transactions; and resolves discrepancies. Supports travel administration, procurement, property inventory and controls, and budget preparation and execution. Uses a variety of computer, financial, and tracking systems and prepares administrative articles, reports, and briefing materials.

Requirements

At least one year of specialized experience equivalent to FV-E or FG/GS-7/8 in the Federal Service.
Specialized experience must demonstrate knowledge, skills, and abilities relevant to the position, including preparing and managing correspondence; compiling, tracking, and analyzing program information; tracking budget expenditures; purchasing and inventory; managing files; providing advanced computer assistance; scheduling meetings; managing time and attendance; explaining organizational policies; coordinating new office policies and systems; maintaining calendars; and performing travel administration.
U.S. citizenship is required.
Selective Service registration is required for males born after December 31, 1959.
Must submit an SF-50.
Successful completion of a security investigation may be required.
Qualifications must be met by the vacancy announcement closing date.
Must apply online; faxed, mailed, or emailed applications are not accepted.

Responsibilities

Provide administrative support to supervisors, managers, and employees in day-to-day office operations.
Plan, develop, monitor, and execute actions for office administrative functions, including fiscal management, travel, information systems, contracts, property, procurement, and office management.
Prepare and manage correspondence; compile, track, and analyze program information; maintain files, documents, and records; provide computer assistance; schedule meetings; manage time and attendance; explain organizational policies; coordinate new office policies and systems; and maintain calendars and travel records and arrangements.
Interpret guidelines, consolidate information, and prepare reports for assigned programs.
Provide management assistance concerning assigned program operations and interrelationships.
Conduct analytical studies, such as space management, travel administration, overtime usage, and leave usage, with limited review; prepare directives or revisions to implement recommendations.
Collect program information from FAA personnel and enter it into information systems.
Track financial, personnel, supply, and other transactions in electronic and paper formats; reconcile data, validate transactions, and identify and resolve discrepancies.
Provide guidance on travel regulations and ensure office practices meet established criteria.
Prepare travel orders and cost estimates for training assignments and permanent change of station actions; review travel vouchers for administrative and procedural compliance, cost-accounting codes, and statistical accuracy.
Purchase administrative supplies, equipment, and furniture through appropriate channels; initiate and review procurement requests and ensure requested-item justifications meet expenditure criteria.
Maintain supply rooms and distribute supplies.
Manage agency property using Automated Inventory Tracking Systems (AITS), and periodically inventory property to validate assignments and locations.
Assist with budget estimates, justifications, and execution plans; advise on allotments and availability of funds.
Modify and maintain automated systems for tracking obligations and expenditures during annual budget execution; reconcile discrepancies and review budget data for accuracy and compliance.
Use computer programs and applications including CRU-X, eLMS, E2Travel, DELPHI, REGIS, PRISM, PCPS, and Excel to analyze information, troubleshoot, and solve problems.
Prepare administrative articles, reports, and briefing items.