Position is an Administrative Officer located within the Vancouver Field Maintenance Program (AJW-2W15H).
Duties Help
The incumbent performs a combination of routine, multiple, and varying assignments under the general direction of the FMP manager, demonstrating independence in planning time and using assigned resources and/or services to manage the office. Applies experience and detailed knowledge applicable to various administrative management services essential to the direction and operation of the organization working with various staff in day-to-day operations.
The incumbent provides direct assistance to the FMP manager who has the primary responsibility for the direction of the organization. The incumbent implements the office’s administrative programs, policies, and procedures, tracks completion of action items, and tracks activities to ensure responses are replied to in a timely manner and troubleshoots issues as they are identified and until resolution is obtained. Utilizes appropriate resources to coordinate the accomplishment of activities. Manages timeline of program activities to ensure established deadlines are met.
Attends management meetings and activities and supports organizational leadership. Organizes and schedules events, conferences and meetings and is responsible for all logistics, agendas, minutes and action items. May be required to greet visitors, manage the calendar for the Manager, distribute mail, purchase and track office supplies, and act as property custodian. Initiates or reviews all procurement requests for equipment, services, furniture, and other items as needed. Ensures justification of requested items meet criteria for expenditures. Manages the office logistics program including personal property, supplies and services, and acquisition activities, awards, OSHA, security and vehicle management.
Maintains reports on expenditures of funds, reconciles discrepancies, maintains automated systems, and tracks financial expenditures. Coordinates with the ES Support Group regarding preparation of budget estimates, justification statements and budget execution plans, including such matters as the distribution of allotments and availability of budgetary funds for program purposes.
Fund certifies purchases, as defined by Federal Appropriations Law, via the PRISM and REGIS systems. Ensures purchases are appropriately funded and is within a valid period of performance. Verifies the correct DELPHI accounting string and that the bona fide needs rule is met.
Tracks and analyzes data to ensure compliance with policies and procedures. Coordinates and accomplishes a wide range of administrative and analytical duties to include ad-hoc and regular reports for management, and special projects.
Evaluates and monitors office expenditures and makes sound changes based on trends and analysis, merit and deficiency situations, and known or anticipated program changes. Identifies, analyzes, and recommends solutions to recurring problems and offers recommendations for process improvements.
Refers problems and work issues to a manager, project/program manager, team leader, or more experienced professional.
Work is typically reviewed frequently during assignments and at completion to ensure timeliness, policy compliance, and alignment with the requirements of projects and/or other work activities.
Performs other duties as assigned.
