Management and Program Assistant

Federal Aviation Administration; Milwaukee (WI); Hybrid; USD 51,000 - 86,000; Full time

Job summary

The Federal Aviation Administration in Milwaukee, WI, is seeking an administrative support professional for the FV-0344 series. This role involves handling daily office operations, greeting visitors, preparing routine correspondence, and assisting with travel and procurement processes.

Responsibilities include maintaining records, coordinating meetings, and supporting multiple programs under management guidance.

Responsibilities

• Performs basic and routine tasks under the general direction of the Office Manager, Frontline Manager, or Administrative Officer in day-to-day operations of the office.
• Receives visitors and callers and directs them to the appropriate office/team.
• Prepares reports and routine correspondence; reviews outgoing correspondence for grammar and procedural accuracy.
• May serve as the time and attendance focal point and verify time/attendance information.
• Coordinates procurement requests and utilizes various system applications.

Job description

• Department: Department of Transportation

The duty location for this position is Milwaukee, WI. This position may be filled at the E or F Band.

Key Responsibilities

Duties at the FV-0344-E Band: Performs basic and routine tasks under the general direction of the Office Manager, Frontline Manager, or Administrative Officer in day-to-day operations of the office. Receives visitors and callers. Ascertains the nature of the visit/call and directs the individual to the appropriate office/team. Prepares various reports and composes and types routine correspondence such as letters and memorandums.

Reviews outgoing correspondence for grammatical and procedural accuracy. May serve as the time and attendance focal point for the office. Verifies time and attendance information and reports discrepancies to manager. Ensures travel authorizations and other travel documents are prepared accurately and comply with regulatory guidelines. Reviews office procurement requirements for supplies, equipment, and services.

Coordinates and prepares procurement requests utilizing various system applications. Assists in a variety of administrative programs such as the government motor vehicle program, property accountability, office training program, and personnel program at the direction of management. Examines current office practices and policies and recommends improvements. Keeps staff current on procedural changes. Utilizes a variety of software programs to accomplish assignments.

Provides files and records management oversight. Performs other duties as assigned. Duties at the FV-0344-F Band: Performs a combination of routine, multiple, and varying assignments under the limited direction of the Field Office and Frontline Management Team.

Assists Office Manager and Frontline Management Team, as well as the Administrative Officer, in day-to-day operations, and may act as a lead for other support staff to coordinate multiple assignments for the Field Office. Performs back-up duties in the absence of the Administrative Officer. Work activities typically support multiple projects/programs and contribute to the objectives of the organizational unit.

Applies experience and advanced knowledge to plan and perform administrative assignments for projects/programs. Has a broad understanding of how administrative assignments contribute to organizational activities.

Responsible for compiling, tracking, and analyzing data; providing advanced computer assistance; scheduling meetings; preparing correspondence; providing written or oral explanation of organization policies; and coordinating the implementation of new office policies and systems. Utilizes a variety of software programs to accomplish assignments.

Demonstrates considerable independence in planning time, and coordinates as needed with the Office Manager, Frontline Management Team, and Administrative Officer to prioritize assignments and use assigned resources. Often helps others plan and identify resources to accomplish projects/programs/tasks. May provide recommendations to improve work processes.

Resolves most problems and work issues without the assistance of the Office Manager, Frontline Management Team, or Administrative Officer. Identifies and informs Office Manager, Frontline Management Team, Administrative Officer, and/or other employees of problems/issues that require their attention and helps them develop and recommend solutions. Provides guidance to lower level administrative support staff for handling routine problems and issues.

Utilizes the government travel system as necessary, and assures compliance with established procedures and cost accounting data. Performs other duties as assigned.

Requirements & Education

Education is not qualifying and may not be substituted for experience.

Which agency is hiring for this position?

This position is with Federal Aviation Administration, Department of Transportation.

What is the salary for this position?

The posted pay range is $51113 – $85998/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-10-05.

Who is eligible to apply?

This position is open under the 'Fed Internal Search' hiring path.

Source: USAJOBS.gov — U.S. Federal Government