Management and Program Assistant - Eugene, United States - Department Of Transportation
Description
Summary
Serves as a Management and Program Assistant in ATO Technical Operations.
Duties
Performs basic and routine tasks in support of a professional, technical, or specialized occupation under the general direction of a manager, project/program manager, team leader, or more experienced employee. Provides 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.
Applies limited experience and detailed knowledge to plan and accomplish tasks. Has some understanding of how administrative assignments contribute to the activities of the organizational unit. Assignments may include: general office administration; preparing and managing documents; compiling, tracking, and analyzing information for a wide variety of programs; entering and tracking budget expenditures; purchasing and inventory; establishing, organizing and managing files and records; providing computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanations of administrative policies; assisting with the implementation of new office policies and systems. Prepares travel orders, including cost estimates for training assignments and permanent change of station actions. Uses a wide variety of computer programs and software applications, including CASTLE, eLMS, and E2. Utilizes a variety of financial applications such as DELPHI, REGIS, PRISM, PCPS, etc., as well as Excel to analyze, trouble shoot and problem solve. Compiles and consolidates information and prepares reports for assigned programs.
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. 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.
Demonstrates some independence in planning time, but frequently coordinates with a manager, project/program manager, team leader, or more experienced employee to prioritize tasks and use assigned resources.
Contacts are primarily internal to the organizational unit and major subdivision but may have a significant external component. Internal contacts typically are with managers and other employees to share information and/or discuss the statuses of assigned tasks. External contacts typically are with customers and other parties on routine matters that relate to the professional or technical occupation that is being supported.
Established policies/procedures provide guidance for almost all tasks but provide some discretion for the employee to select the most appropriate approach(es). Works under general instructions provided by a manager, project/program manager, team leader, or more experienced employee.
Frequently refers problems and work issues to a manager, project/program manager, team leader, or more experienced employee when guidelines are not available or applicable. May assist in developing and recommending solutions on some occasions.
Work is reviewed frequently at major stages of assigned tasks and at completion to ensure timeliness and alignment with the requirements of projects and/or work activities.
F-Band: Incumbent performs similar duties, but with less frequent supervision. Provides guidance to lower-level support staff members for handling routine problems and issues. Resolves most problems and work issues without the assistance of a manager or more experienced employee.