Incumbent serves as a management and program assistant and provides support to supervisors, managers and other employees in managing the offices administrative functions.
Duties
Performs a variety of tasks in implementing the offices programs, policies, and procedures. Assignments may include general office administration; prepare and manage documents; compile, track, and analyze information; enter and track budget expenditures; purchase and inventory; establish, organize and manage files and records; provide computer assistance; schedule meetings; prepare correspondence; manage time and attendance; provide explanations of administrative policies; assist with the implementation of new office policies and systems; maintain calendars and travel records and arrangements.
Compiles and consolidates information, and prepares reports for assigned programs. Has a broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organizational unit. Responsible for compiling, tracking, and analyzing data.
Assists with various analytical studies, under the general direction of a higher level or more experienced employee. Assists in preparing administrative directives or revisions needed to implement recommendations. Collects program information from FAA personnel and enters it into information systems. Tracks all financial, personnel, supply, and other such transactions through the office in both electronic and paper form. Gathers data, reconciles transactions and identifies and resolves discrepancies.
Prepares travel orders, including cost estimates for training assignments and permanent change of station actions. Reviews travel vouchers for administrative and procedural compliance, including proper cost accounting codes and statistical accuracy.
Purchases administrative supplies or equipment/furniture assuring purchases are made through the appropriate channels. Initiates and reviews procurement requests for equipment and other items to ensure local purchases, depot orders, etc. are conducted according to policy. Ensures justifications of requested items meet criteria for expenditures. Maintains an orderly supply room and distributes supplies.
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.
Uses a wide variety of computer programs and software applications, including CRU-X, eLMS, and E2. Utilizes a variety of financial applications such as DELPHI, REGIS, PRISM, PCPS, etc., as well as Excel to analyze, trouble shoot and problem solve.
Prepares administrative articles, reports, and briefing items. Performs basic and routine tasks in day-to-day operations and applies limited experience and detailed knowledge to plan and accomplish tasks. Demonstrates some independence in planning time, but frequently coordinates with a manager to prioritize tasks and use assigned resources. Plans, coordinates, and accomplishes workload, which includes multiple assignments and priorities that support a variety of internal organizations. Established policies provide guidance for majority of
work, but some discretion is provided for the employee to select the most appropriate approach. Refers problems and work issues to a manager or more experienced employee when guidelines are not available. May assist in developing and recommending solutions on some occasions.
Contacts are primarily internal to the organizational unit, major subdivision, but may have a significant external component. Serves as a liaison between other offices, internal and external to ATO, including Service Centers and FAA headquarters. Purpose of contacts is to share information, and/or discuss status of assignments. External contacts are typically with customers and other parties on routine matters that relate to assigned tasks.
