Management & Program Assistant

Duties Performs a combination of routine and multiple and varying assignments in support of a professional, technical, or specialized occupation under the limited direction of a manager, project/program manager, team leader, or more experienced employee.
Assists managers and other employees in day-to-day operations, and may act as a lead for other support staff to coordinate multiple assignments.
Applies experience and advanced knowledge to plan and perform administrative assignments for projects/programs.
Has a broad understanding of how administrative assignments contribute to organizational activities.
Typical specialized assignments may include preparing and managing correspondence; compiling, tracking.
and analyzing information for a wide variety of programs; entering and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files, documents, and records; providing advanced computer assistance; scheduling meetings; managing time and attendance; providing written or oral explanations of organizational policies; coordinating the implementation of new office policies and systems; maintaining calendars and travel records and arrangements.
Uses a wide variety of computer programs and software applications" including Castle, eLMS and E2.
Utilizes a variety of financial applications such as DELPHI.
REGIS, PRISM, PCPS, etc.
, as well as Excel to analyze, troubleshoot and problem solve.
Demonstrates considerable independence in planning time, and coordinates only as needed with a manager, project/program manager, team leader, or more experienced employee to prioritize assignments and use assigned resources.
Often helps others plan and identify resources to accomplish projects/programs/tasks.
Performs various analytical studies, such as space management, travel administration, overtime usage trends, leave usage, etc.
, with limited review by a higher level or more experienced employee.
Prepares administrative directives or revisions needed to implement recommendations.
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 statuses of assignments.
External contacts typically 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).
Typically works under limited instructions that are provided by a manager, project/program manager, team leader, or more experienced employee.
May provide recommendations to improve work process.
Interprets guidelines, compiles and consolidates information, and prepares reports for assigned programs.
Provides management assistance on the operations of assigned programs and the interrelationships of such programs.
Has a broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organizational unit.
Resolves most problems and work issues without the assistance of a manager or more experienced employee.
Identifies and informs managers and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions.
Ensures effective management of assigned agency property via the Automated Inventory Tracking System (AITS).
Ensures internal control of property by conducting property inventories periodically by validating property assignment and locations.
Work is reviewed periodically, typically through status reports and at completion, to ensure policy compliance and alignment with the requirements of projects and/or work activities.
Requirements Conditions of Employment US Citizenship is required.
Selective Service Registration is required for males born after 12/31/1959.
Qualifications To qualify at the FV-F pay band, you must demonstrate in your application that you possess at least one year of specialized experience equivalent to FV-E/GS-7/8 in the Federal Service.
Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position.
Specialized experience includes planning and managing the office's daily administrative functions; maintaining automated systems to record, reconcile, validate, and track data; identifying and resolving discrepancies; performing various analytical studies; interpreting and providing guidance; and performing multiple and varying assignments in the areas of financial support, personnel matters, personal property, travel administration, time and attendance and other office programs.
Qualifications must be met by the closing date of this vacancy announcement.
Education There is no education substitution at FV-F level.
Preview Job Questionnaire Make sure your resume includes detailed information to support your qualifications and answers to the job questionnaire.
Additional information We may use this vacancy to fill other similar vacant positions.
Position may be subject to a background investigation.
A one-year probationary period may be required.
The person selected for this position may be required to file a financial disclosure statement within 30 days of entry on duty.
FAA policy limits certain outside employment and financial investments in aviation-related companies.
www.
faa.
gov/jobs/working_here/financial_disclosure_requirements The U.
S.
Department of Transportation strives to ensure that equity, transparency, accountability, collaboration, and communication permeate all that we do for the betterment of the Department, the traveling public, and our nation.
As such, DOT values a highly diverse workforce of persons who promote a culture of belonging by respecting the personal dignity and worth of each individual and fostering a positive environment where all feel safe and welcome.
If these commitments coincide with your personal ideals and professional aspirations, please consider joining the DOT family.
As a part of the Federal-Wide Hiring Reform Initiative (streamlining the hiring process), the FAA is committed to eliminating the use of the Knowledge, Skills and Ability (KSA) narratives from the initial application in the hiring process for all announcements.
Therefore, as an applicant for this announcement, you are NOT required to provide a narrative response in the text box listed below each KSA.
In lieu of providing a KSA narrative response in the text box listed below each Knowledge.
Skills, and Abilities (KSA), in your work history, please include information that provides specific examples of how you meet the response level or answer you chose for each KSA.
Your work history examples should be specific and clearly reflect the highest level of ability.
Your KSA answers will be evaluated further to validate whether the level that you selected is appropriate based on the work history and experience you provided.
Your answers may be adjusted by a Human Resources Specialist as appropriate.
1.
Interviews will be conducted IAW applicable Collective Bargaining Unit Agreement and/or Agency policy.
2.
Incomplete Applications: Please ensure you answer all questions and follow all instructions carefully.
Errors or omissions may impact your rating or may result in you not being considered for the job.
3.
This position is also open to Current and Former Federal Employees and applicants eligible under Expanded Veterans Hiring Opportunity (EVHO) under vacancy announcement AGL-AT-24-0008-87729.
This is a bargaining unit position.
This position is represented by PASS: Regional Tech Ops and AEA.
Links to Important Information: Locality Pay , COLA Benefits A career with the U.
S.
government provides employees with a comprehensive benefits package.
As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
Opens in a new windowLearn more about federal benefits.
Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated You will be evaluated for this job based on how well you meet the qualifications above.
IMPORTANT: Applicants may be rated on the extent and quality of experience, education, and training relevant to the duties of the position(s).
All answers provided in the on-line process must be substantiated.
Ensure that your application package/resume supports your responses.
Benefits A career with the U.
S.
government provides employees with a comprehensive benefits package.
As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
Opens in a new windowLearn more about federal benefits.
Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.
Contact the hiring agency for more information on the specific benefits offered.
Required Documents As a new or existing federal employee, you and your family may have access to a range of benefits.
Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee.
You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies.
All Veterans: If you are claiming veterans' preference, you must submit either a DD Form 214 Certificate of Release or Discharge from Active Duty (Member 4 Copy or equivalent), or a document from the armed forces certifying that within 120 days you are expected to be discharged or released from active duty service under honorable conditions.
If you are claiming 10 point preference, you must also submit a completed SF-15, Application for 10-Point Veteran's Preference, and supporting documents outlined on the SF-15.
Documents must be uploaded or faxed to the Servicing Human Resource Management Office listed in this announcement and all documents must be received by the closing date of the announcement.
If you fail to submit documentation, you will be assessed as a non-veteran.
If you are claiming 10 point preference but fail to submit the supporting documents outlined on the SF-15, you will be tentatively assessed as a 5 point preference eligible provided your DD Form 214 reflects that you have the service required to qualify for preference.
Documents must be uploaded or faxed to the Servicing Human Resource Management Office listed in this announcement and all documents must be received by the closing date of the announcement.
If you fail to submit documentation, you will be assessed as a non-veteran.
Veterans currently on active duty claiming veterans' preference: You will be granted tentative preference if you submit a document from the armed forces certifying that within 120 days you are expected to be discharged or released from active duty service under honorable conditions and your application shows that you have the required service.
Prior to being appointed, you must provide to the Servicing Human Resource Management Office a DD Form 214 documenting discharge/release and showing that the service was honorable or general.
If you are on terminal leave, you must provide documentation certifying authorized terminal leave.
If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.
S.
Department of Education in order for it to be credited towards qualifications.
Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.
S.
Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply If requesting consideration as a Person with a Disability (PWD) or a Targeted Disability (PWTD), you will need a cover letter, your resume and Proof of Disability.
To apply under the PWD or PWTD OTS hiring authority, applicants are required to submit documentation that proves they have an intellectual disability, severe physical disability or psychiatric disability.
This documentation must be submitted at the time of application.
Proof of disability documentation may be requested from: (1) a licensed physician; (2) a licensed medical professional; (3) a licensed vocational rehabilitation professional (i.
e.
, State or private); or (4) any federal, State, District of Columbia, or US territory agency that issues or provides disability benefits.
Proof of disability documentation: (1) May be a letter or other documentation (e.
g.
, records, statements, or other appropriate information).
(2) Must be on official stationery/letterhead with an official signature.
(3) Clearly states that the individual is eligible for appointment under the PWD or PWTD OTS hiring authority or individual is eligible for a Schedule A appointment authority as outlined in 5 CFR 213.
3102(u).
(4) Must indicate that the individual is indeed a person with an intellectual disability, severe physical disability, or psychiatric disability.
(5) Does not need to detail the specific disability, medical history, or need for accommodation.
You must apply online to receive consideration.
Your application must be submitted by 11:59 PM Eastern Time on the Close Date for it to be accepted.
If you are applying for positions associated with FAA registers, your application must be submitted at the time a referral list is created in order to receive consideration for positions associated with a register.
IN DESCRIBING YOUR WORK EXPERIENCE AND/OR EDUCATION, PLEASE BE CLEAR AND SPECIFIC REGARDING YOUR EXPERIENCE OR EDUCATION.
We strongly encourage applicants to utilize the USAJOBS resume builder in the creation of resumes.
Please ensure EACH work history includes ALL of the following information: Job Title (include series and grade if Federal Job) Duties (be specific in describing your duties) Employer's name and address Supervisor name and phone number Start and end dates including month and year (e.
g.
June 2007 to April 2008) Full-time or part-time status (include hours worked per week) Salary Determining length of General or Specialized Experience is dependent on the above information and failure to provide ALL of this information may result in a finding of ineligible.
You may upload completed documents to your USAJOBS Account.
This will provide you the opportunity to utilize the uploaded information again when applying for future vacancies.
Please see this guide, Document Upload Guide, for more information on uploading and re-using the documents in your applications.
Agency contact information Michele McNamara Phone 1 (847) 294-7755 Fax 1 (847) 294-7858 Email Michele.
M.
McNamara@faa.
gov Address Federal Aviation Administration AGL Regional HR Services Branch 2300 E.
Devon Ave.
, Room 250 AHF-N310 Des Plaines, IL 60018 US Next steps Once we receive your complete application, the Human Resources Office will conduct an evaluation of your qualifications.
Eligible and qualified candidates will be referred to the hiring manager for consideration.
You will be contacted directly if selected for an interview.
For instructions on how to check the status of your application, please go to: USAJOBS Help Guide.
Important - If you make any changes to your application, you must resubmit it.
If you make changes to your application and do not resubmit it, your changes will not be considered part of your application package, and only your previously submitted application will be evaluated.
All qualified applicants will be considered regardless of political affiliation, race, color, religion, national origin, gender, sexual orientation, marital status, age, disability, or other non-merit factors.
DOT provides reasonable accommodations to applicants with disabilities.
If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency contact listed in the Agency Contact Information section of this announcement or the hiring manager.
An employee with a disability must notify the decision-maker of the accommodation request.
Job applicants and employees are required to follow up oral requests in writing.
Decisions on granting reasonable accommodation will be made on a case-by-case basis.
Additional information on reasonable accommodations procedures or on EEO Programs is available on Office of Civil Rights (ACR) or by contacting the local FAA Civil Rights Office.
Fair and Transparent The Federal hiring process is set up to be fair and transparent.
Please read the following guidance.
Equal Employment Opportunity (EEO) Policy Reasonable accommodation policy Financial suitability Selective Service New employee probationary period Signature and false statements Privacy Act Social security number request Required Documents All Veterans: If you are claiming veterans' preference, you must submit either a DD Form 214 Certificate of Release or Discharge from Active Duty (Member 4 Copy or equivalent), or a document from the armed forces certifying that within 120 days you are expected to be discharged or released from active duty service under honorable conditions.
If you are claiming 10 point preference, you must also submit a completed SF-15, Application for 10-Point Veteran's Preference, and supporting documents outlined on the SF-15.
Documents must be uploaded or faxed to the Servicing Human Resource Management Office listed in this announcement and all documents must be received by the closing date of the announcement.
If you fail to submit documentation, you will be assessed as a non-veteran.
If you are claiming 10 point preference but fail to submit the supporting documents outlined on the SF-15, you will be tentatively assessed as a 5 point preference eligible provided your DD Form 214 reflects that you have the service required to qualify for preference.
Documents must be uploaded or faxed to the Servicing Human Resource Management Office listed in this announcement and all documents must be received by the closing date of the announcement.
If you fail to submit documentation, you will be assessed as a non-veteran.
Veterans currently on active duty claiming veterans' preference: You will be granted tentative preference if you submit a document from the armed forces certifying that within 120 days you are expected to be discharged or released from active duty service under honorable conditions and your application shows that you have the required service.
Prior to being appointed, you must provide to the Servicing Human Resource Management Office a DD Form 214 documenting discharge/release and showing that the service was honorable or general.
If you are on terminal leave, you must provide documentation certifying authorized terminal leave.
If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.
S.
Department of Education in order for it to be credited towards qualifications.
Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.
S.
Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
Help This job is open to The public U.
S.
Citizens, Nationals or those who owe allegiance to the U.
S.
Individuals with disabilities Veterans Special authorities Individuals eligible under a special authority not listed above, but defined in the federal hiring regulations.
Clarification from the agency Also open to those eligible for 30% or More Disabled and/or Veterans' Recruitment Act