The incumbent serves as Administrative Officer in Aircraft Certification Service. Performs multiple and varying administrative functions under the limited direction of a manager, program manager, or more experienced professional.
Duties
Acts as an individual contributor and/or member of a team and may perform some leadership functions for small projects/programs or other work activities. Plans, develops, monitors, and executes actions required to manage administrative programs, such as fund certification of travel funds, financial tracking, business continuity plans, records management, property inventory, and annual data calls. Identifies relevant data, prepares reports, and presents the data using various methods and media, such as tables, graphs, charts, etc. Conducts analytical studies of processes, operations, and/or management services to evaluate program effectiveness and/or to recommend improvements to management processes, including answering to requests for data calls and/or related information.
Applies experience and advanced knowledge to plan and accomplish administrative tasks. Typical assignments may include: tracking and analyzing data to ensure compliance with policies and procedures; conducting research; applying policies and procedures; providing advanced computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanations of administrative policies; maintaining records; assisting with the coordination of new office policies and systems; working with high level and lower level professionals in day-to-day operations; and, identifying, analyzing, and recommending solutions for complex/difficult problems; and recommending improvements to systems and processes. Demonstrates considerable independence in planning time and assists others to plan and use assigned resources to complete tasks.
Serves as Purchase Credit Cardholder and performs all associated activities for purchase and validation. Serves as the backup to the timekeeping coordinator and employees assigned to the organization.
Plans, coordinates, and schedules meetings including participants from multiple internal and external groups. Collects and organizes documentation for all meetings. Provides administrative support on workgroups and participates on special programs.
Handles special assignments of a confidential nature discretely, ensuring information and actions are accurate, timely, applicable, maintained on a need-to-know basis, and securely stored. Ensures organization Vital Records are current, and back-up copies are maintained.
Prepares spreadsheets, correspondence, presentations, graphs, etc. utilizing various computer software applications in order to support management in tracking and managing various administrative and operations programs and projects, and responding to high visibility issues.
In collaboration with the supervisor, articulates and communicates assignments to the secretary. Incumbent articulates the project, problems to be solved, actionable events, milestones, and/or program issues under review, and deadlines and timeframes for completion. Monitors and reports on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor’s instructions on work priorities, methods, deadlines and quality have been met. Facilitates teams in identifying interrelated processes, drawing conclusions and recommending appropriate actions to improve process effectiveness, efficiency, and productivity of administrative programs.
Represents the administrative functions in dealings with the supervisor for the purpose of obtaining resources and securing needed information or decisions on major work problems and issues that arise.
Work is reviewed periodically, typically at major milestones and at completion, for policy compliance and alignment with the requirements of projects and/or other work activities. Supports the organization by assisting in monitoring available resources. Ensures organization administrative processes are functioning efficiently and effectively and in accordance with current guidance, policies, procedures and regulations.
Performs other duties as assigned.
