Management and Program Assistant

Full Job Description

The incumbent will perform a combination of routine, multiple and varying assignments under the limited direction of the Field Office and Frontline Management Team.

To qualify at the FV-E level, you must demonstrate in your application that you possess at least one year (52 weeks) of specialized experience equivalent to the next lower level (FV-D/FG/GS-3-6) in the normal line of progression.

Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled.

Specialized experience includes: Planning and accomplishing basic and routine tasks in support of administrative programs; utilizing automated systems to track, reconcile and report data; compiling and analyzing data; preparing and managing documents and supporting the office in the areas of financial support, personnel matters, personal property, travel administration and other office programs.

Qualification requirements must be met by closing date of this vacancy announcement.

To qualify at the FV-F level, you must demonstrate in your application that you possess at least one year (52 weeks) of specialized experience equivalent to the next lower level (FV-E/FG/GS-7/8) in the normal line of progression.

Specialized experience is experience that has equipped you with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled.

Specialized experience includes: Experience in preparing and managing correspondence, compiling, tracking, and analyzing information for a wide variety of programs, entering and tracking budget expenditures, purchases and inventory, establishing, organizing, and managing files; providing advanced computer assistance; scheduling meetings; managing time and attendance; providing explanations of organizational policies; coordinating the implementation of new office policies and systems; maintaining calendars and performing travel administration.

You should include relevant examples of the specialized experience in your work history. Errors or omissions may impact your rating or may result in you not being considered. Major Duties:

Duties at the FV-E: Receives visitors and callers. Ascertains the nature of the visit/call and directs individuals to the appropriate office/team.

Prepares various reports and composes and types routine correspondence such as letters and memorandums. Reviews outgoing correspondence for grammatical and procedural accuracy.

May serve as the time and attendance focal point for the office. Verifies time and attendance information and reports discrepancies to manager.

Ensures travel authorizations and other travel documents are prepared accurately and comply with regulatory guidelines. Reviews office procurement requirements for supplies, equipment and services.

Coordinates and prepares appropriate procurement requests utilizing various system applications.

Assists in a variety of administrative programs such as the government motor vehicle program, property accountability, office training program and personnel program at the direction of management.

Utilizes a variety of software programs to accomplish assignments. Performs other duties assigned.

Duties at the FV-F: Assists Office Manager and Frontline Management Team, as well as the Administrative Officer, 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. 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 contributed 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.

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 helps others plan and identify resources to accomplish projects/programs/tasks. 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.

Identifies and informs Office Manager, Frontline Management Team, Administrative Officer, and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions.

Provides guidance to lower level administrative support staff for handling routine problems and issues.

Utilizes the government travel system as necessary and assures compliance with established procedures and cost accounting data.

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.

Performs other duties as assigned.