Administrative Specialist

Full Job Description

Serves as the Administrative Specialist in a Federal Aviation Administration (FAA) Region, Office of Policy and Strategic Engagement (APL), Office of National Engagement and Regional Administration (ARA).

This position directly supports the Regional Administrator (RA) and reports directly to the RA, Deputy RA (DRA), or Supervisory Senior Advisor.

The position provides a wide range of administrative support for a variety of projects associated with the functions of the RA.

FV-G: To qualify at this level you must demonstrate that you possess at least one year of specialized experience equivalent to FV-F/GS-9 or Ph.D.

or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.

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: Experience in professional writing; Experience in working in an organization which frequently deals with political issues; Experience using Microsoft Office products to produce produce letters, reports, spreadsheets, databases, presentations, and graphs; Experience in records management and travel coordination.

Major Duties:

Overall objectives and resources available for projects, studies, or reports are established by the supervisor in collaboration with the Administrative Officer (AO).

Incumbent works independently, having developed expertise in the line of work.

Incumbent resolves most conflicts that arise, coordinates the work with others when necessary, and interprets policy on their own initiative in terms of established objectives.

Incumbent determines the approach to be taken and the methodology to be used. Supervisor and AO are kept informed of progress and potentially controversial matters.

Completed work is reviewed from an overall standpoint in terms of feasibility, compatibility, or effectiveness in meeting requirements or expected results.

Assists the AO by completing assigned projects and studies. May serve as a team member on larger more complex projects and studies.

Upon request, assembles, summarizes, analyzes and presents data with recommendations for required action to the AO. Provides administrative support at meetings as identified by the RA and DRA.

Coordinates conferences and assists with regional programs and other special events.

Collects and organizes data for various reports and organizes and presents to RA and DRA to meet associated deadlines. Establishes and maintains subject matter files.

Assembles and summarizes information from files for RA and DRA. Serves as back-up to the AO.

Assists with all aspects of the AO's work, as directed, in order to perform tasks associated with surges in workload, for continuity of ongoing workload, special projects, and in the AO's absence.

Reviews and manages incoming and outgoing correspondence for applicability, appropriate routing, accuracy, and format.

Maintains the automated mail control program to log, edit, and query all correspondence.

Works closely with lines of business and staff offices as well are the Administrator's Correspondence office, to ensure controls are answered in a timely manner.

Coordinates travel plans and manages calendar for meetings, conferences, teleconferences, etc., and ensures detailed itineraries are completed, briefing materials are ready, and follow-up actions are tracked.

Provides back up administrative liaison support as needed, for assigned responsibilities between the RA's office and other regional and national offices within the FAA; other Federal agencies; local and state government offices; and private organizations.

Works in a team environment to ensure continuous support coverage for the RA's office. Maintains an awareness of the latest trends in office management and office technology.

Performs other duties as assigned.