Management and Program Assistant
What you'd do
This position is in the Aircraft Maintenance Division, AFS-300. Serves as a Management and Program Assistant in a Flight Standards Functional Office. Incumbent is responsible for performing a combination of routine, multiple, and varying assignments under the limited direction of a manager, project/program manager, team leader, or more experienced employee.
Major duties
Assists the Office Manager, Front Line Management Team, and the Administrative Office in day-to-day operations, and may act as a lead for other support staff to coordinate multiple assignments for the Field Office. Performs back-up duties in the absence of the Administrative Officer and may work as a team member on various projects. Work activities typically support multiple projects/programs and contribute to the objectives of the organizational unit. 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. Responsible for compiling, tracking, and analyzing data; providing advanced computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanation of organization policies; and coordinating the implementation of new office policies and systems. Independently utilizes a variety of software programs to accomplish assignments. Demonstrates considerable independence in planning time and coordinates only as needed with the Office Manager, Frontline Management Team, and Administrative Officer to prioritize assignments and use assigned resources. Often assists others plan and identify resources to accomplish projects/programs/tasks. Maintains control of all office files (electronic and paper) and ensures they are managed and maintained in accordance with established policy and procedures. These files include, but are not limited to, office policies and procedures, employee personnel records, training records, and medical records. Manages the full life-cycle of records to include technical files, from creation to authorized destruction. Serves as the coordinator for the management team's travel, correspondence, schedules, and facility requirements. Provides overall administrative assistance to the management team's ongoing projects, which may include access to personnel records, training histories, and other personal information. Position holds responsibility for safeguarding sensitive, close-hold, or confidential information. Assists in data gathering and analysis and works extensively with computer/software programs such as MS Excel, PowerPoint, and SharePoint to compile, analyze, and display data and results for the sub-units in the branch. Assists with the updates and maintenance of group communication sites to track and analyze project history, status, and other performance measures via SharePoint and MS Access or similar web-based document management system. Researches, interprets, and applies regulatory and policy guidelines to answer employees' and managers' questions and/or assists with solving administrative problems. Tracks and analyzes data to ensure compliance with policies and procedures. Ensures organization administrative processes are functioning efficiently and effectively, and in accordance with current guidance, policies, procedures, and regulations. Contacts are typically internal and external. Internal contacts often include the Office Manager, Management Team, Administrative Officer, as well as internal Aviation Safety Inspectors and administrative staff. Other contacts may frequently include Division Management and Functional Area Office personnel, Flight Standards Field Office Managers, and employees from more than one organizational unit and/or Line-of-Business to share information, coordinate efforts, and discuss assignments. May provide recommendations to improve work processes. Resolves most problems and work issues without the assistance of the Office Manager, Frontline Management Team, or Administrative Officer. Informs Office Manager, Frontline Management Team, Administrative Officer, and other employees of problems/issues that require their attention and helps them develop and recommend solutions. Provides guidance to lower-level administrative support staff on handling routine problems and issues.
What you need to qualify
To qualify for this position, you must demonstrate in your application that you possess at least one year of specialized experience equivalent to FV-E, FG-7/8 grade level. Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position. Experience includes: providing support and advice for administrative solutions which may include using appropriate safeguards and procedures for handling sensitive information. Using an array of specialized software applications to execute project tasks and achieve objectives. Managing comprehensive data compilation and tracking processes, orchestrate interview coordination, schedule meetings, and draft correspondence with precision and efficiency. Experience with Window Operating Systems or similar system; and the Microsoft Office Professional Suite, including the latest versions of Word, Access, Excel, PowerPoint, and Outlook or similar systems. Qualifications must be met by the closing date of this vacancy announcement.
Before you apply
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