The incumbent serves as a Management and Program Assistant in the Integrated Certificate Management Division, responsible for administrative and program support for the Integration & Performance Branch (AIR-540). The incumbent will perform a combination of routine, multiple, and varying administrative and program support functions.
Duties
Assists one or more assigned office managers and their office employees with administrative and programmatic support and may act as lead for other support staff to coordinate multiple assignments. Researches, interprets, and applies regulatory and policy guidelines to answer employees and manager’s questions and/or help them solve administrative/programmatic problems.
Ensures organization administrative processes and program support are functioning efficiently and effectively and in accordance with current guidance, policies, procedures, and regulations. Enters, tracks and analyzes data to ensure compliance with policies and procedures. Reviews/edits outgoing correspondence for proper grammar, formatting, and procedural accuracy. Plans, coordinates, and schedules meetings that include participants from multiple internal and external groups. Collects and organizes documentation for all meetings.
Ensures compliance with facility, regional, and service area security guidelines and policies governing the issuance of keys, parking decals, identification badges, proximity cards, and other access credentials for FAA employees, contract employees, and visitors. Receives visitors and callers. May serve as a Purchase Credit Cardholder and perform all associated activities for purchase and validation.
Performs time and attendance duties for a large group of employees with varying and/or frequently changing, shifts, schedules, premium pay entitlements, pay systems, position tenure, and/or collective bargaining unit differences. Utilizes travel system to initiate, complete, review and validate travel authorizations and vouchers to ensure compliance with governing guidelines. Ensures travel related budget tracking tools are kept up to date.
Independently uses a variety of software programs to prepare documents, reports, graphs, charts, etc. Monitors and reports on the status and progress of work, checks on work in progress and reviews completed work to ensure the manager’s instructions on work priorities, methods, deadlines, and quality are met. Provides records management assistance.
Contacts are typically internal and external. Internal contacts frequently involve managers and employees from more than one organizational unit, major subdivision, and/or LOB/SO to share information, coordinate efforts, and discuss the status of assignments. External contacts are with customers and other parties on routine matters that relate to the professional or technical occupation that is being supported.
Established policies/procedures provide guidance for most assignments but allow some discretion for the employee to select the most appropriate approach(es) or to recommend a new approach(es). The incumbent works under limited direction/instructions that are provided by the manager, program manager or more experienced employee. May provide recommendations to improve work process. Resolves problems and work issues with limited assistance of a manager or other experienced employee. Identifies and informs managers and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions. Provides guidance to lower-level support staff members for handling routine problems and issues.
Work is reviewed periodically through status reports and at completion, to ensure policy compliance and alignment with the requirements of projects and/or work task. The work activities support multiple projects/programs and contribute to the objectives of one or more organizational units and/or major subdivisions. The work may affect the objectives of one or more LOB/SOs.
Performs other duties as assigned.
