Serves as an Administrative Officer and provides high level administrative support within the Service Center, Air Traffic Organization (ATO). The Administrative Officer reports directly to the Director and is a member of the Directors Staff who carries out a portfolio of responsibilities under the service units purview.
Duties Help
Performs a combination of routine, multiple and varying assignments under the general direction of a manger, Director and Executive Staff. Applies experience and detailed knowledge of the substantive nature of agency programs and activities; agency missions, policies and objectives, to plan and accomplish assignments. Works with the executive staff on planning organizational needs, and preparing plans, goals, objectives and criteria for management processes and assists with ensuring administrative processes are functioning efficiently and effectively and in accordance with current guidance, policies, and regulations.
Provides procedural information to the Director and Executive Staff assigned areas within the Service Center. Provides support for administrative management programs and monitoring the organizational process. Analyzes actions for proper distribution, inputs actions into the appropriate databases in KSN. Maintains, monitors and updates automated trackers and provides coordination and follow-up, ensures deadlines/milestones are met and reports delinquencies to management.
Acts as an individual contributor and/or member of the Executive Team for communications, KSN online content, and spaneting events in support of the Service Center. Conducts research and assists in the interpretation/implementation of policies, procedures, and requirements. Assists in communicating on behalf of the Director using videos, newsletters, and/or other correspondence. Works with the Service Center secretaries/Administrative Officers in day-to-day operations.
Coordinates, evaluates, and monitors all daily activities and calendars. Serves as the Service Centers focal point and coordinator for the Combined Federal Campaign, Employee Engagement initiatives, other Service Center initiatives and special events. Schedules and develops agenda for the quarterly "Administrative Forum." Provides logistical support for the Directors VTC meetings and schedules conference rooms.
Ensures information is disseminated to lower-level administrative support for collaboration, consistency, training and process improvements to facilitate a cohesive and comprehensive administrative support team within the Service Center. Functions as the E2 Travel System focal point and manages travel schedules for the Director; prepares, reviews, and submits travel authorizations and vouchers, uses knowledge of the FAA travel and procurement policies for supply inventory and purchasing, spending plan preparation/submission and oversight, and tracking of expenditures and obligations.
Informs the organization on time and attendance procedures. Ensures that CASTLE and LDR databases are up to date. Assists with analysis and reports on data for Labor Distribution Report (LDR). Tracks labor distribution using an automated systems such as CRU-X and works with an automated budget systems such as Report Analysis Distribution System (RADS). Manages time and attendance for the Service Center Directors direct reports.
Assists with managing and updating various phone lists, organizational charts, and KSN web pages. Prepares, reviews and edits Executive correspondence to ensure consistency and compliance with FAA correspondence and branding requirements. Establishes and maintains an extensive filing system for the Director and Executive Staff; tracks, monitors, and prepares reports on weekly travel, correspondence and other activities. Schedules and facilitates telecons, managing minutes and action items for distribution to all Team members.
Assists in developing reports, statements, and data of both a factual and analytical nature to support managers. Participates in meetings, conferences, program reviews, or other sessions concerning the general overall management of assigned programs.
Refer problems and work issues to a manager, project/program manager, team leader or more experienced professional when guidelines are not available or applicable.
