Management And Program Assistant

Department Of Transportation Madison , WI 53706

Posted 3 months ago

  • Duties

Help Duties Summary

Provides administrative and clerical support as a Management and Program Assistant in the Chicago District.

Learn more about this agency


The incumbent plans, develops, monitors, and executes actions required to manage the office's administrative functions which may include several of the following areas: fiscal management, travel, management information systems, contract administration, property management, procurement, and overall office management.

Typical specialized assignments may include: preparing and managing correspondence; compiling, tracking, and analyzing information for a wide variety of programs; entering and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files, documents, and records; providing advanced computer assistance; scheduling meetings; managing time and attendance; providing written or oral explanations of organizational policies; coordinating the implementation of new office policies and systems; maintaining calendars and travel records and arrangements.

Interprets guidelines, compiles and consolidates information, and prepares reports for assigned programs. Provides management assistance on the operations of assigned programs and the interrelationships of such programs. Has a broad understanding of how administrative, financial, and other business support assignments contribute to the activities of the organizational unit.

Performs various analytical studies, such as space management, travel administration, overtime usage trends, leave usage, etc., with limited review by a higher level or more experienced employee. Prepares 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. Reconciles data, validates transactions, and identifies and resolves discrepancies.

Provides guidance to office on travel regulations and ensures the office's travel practices meet established criteria. 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 and provides advice on such matters as the distribution of allotments and 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.

Prepares administrative articles, reports, and briefing items. Serves as a liaison between other offices, internal and external to ATO, including Service Centers and FAA headquarters. Provides general administrative guidance to staff and keeps manager informed of any issues.

Travel Required

Not required - The job does not require any travel.

Supervisory status


Promotion Potential


  • Job family (Series)
    0344 Management And Program Clerical And Assistance

  • Requirements

Help Requirements Conditions of Employment

  • US Citizenship is required.

  • Selective Service Registration is required for males born after 12/31/1959.

  • Must submit an SF50 (See Required Documents)


To qualify at the FV-F/GS-9/10 level, you must demonstrate in your application that you possess at least one year of specialized experience equivalent to FV-E/GS-7 in the Federal Service. 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 may include but is not limited to: planning and managing the office's daily administrative functions; maintaining automated systems to record, reconcile, validate, and track data; identifying and resolving discrepancies; performing various analytical studies; interpreting and providing guidance; and performing multiple and varying assignments in the areas of financial support, personnel matters, personal property, travel administration, and other office programs.

Qualifications must be met by closing date of vacancy announcement.


Preview Job Questionnaire

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Management And Program Assistant

Department Of Transportation