Management & Program Assistant

Provides administrative support to supervisors, managers, and other employees in managing the office's administrative functions; which may include several of the following areas: fiscal management, travel, management information systems, contract administration, property management, procurements, and overall office management.

Performs a variety of administrative tasks in implementing the office's administrative 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 written or oral 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.

Assists with various analytical studies, such as space management, travel administration, overtime usage trends, leave usage, etc., 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.

Assists in the preparations of budget estimates, justification statements, and budget execution plans. Coordinates the distribution of allotments and tracks the availability of budgetary funds for program purposes.

Modifies and maintains automated systems for tracking obligations and expenditures of funds throughout the execution phase of the annual operating budget. Reconciles discrepancies to ensure effective use of funds. Reviews budget data for accuracy of technical treatment and format, mathematical accuracy, and conformance with budget policy and guidance.

Uses a wide variety of computer programs and software applications, including CASTLE, LMS, and E2 Travel System. Utilizes a variety of financial applications such as DELPHI, REGIS, PRISM, 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.