Management and Program Assistant

U.S. Coast Guard; Topeka (KS); On-site; USD 51,000 - 67,000; Full time

Benefits offered by this job

Health benefits

Dental & vision

Life insurance

Retirement plan

Thrift Savings Plan

Flexible Spending Account

Employee Assistance Program

Paid federal holidays

Personal leave days

Flexible work schedules

Job summary

U.S. Coast Guard in Topeka, KS seeks a Management and Program Assistant (GS-0344-7) to enhance process management and drive efficiency across programs. You will review HR, pay, and entitlement processes, propose improvements, and prepare system requirements with analysts and programmers.

The role emphasizes data collection, statistical reporting, and creating graphics to monitor progress. A broad range of DHS benefits is described, with emphasis on process-driven outcomes and collaboration

Qualifications

• No formal education requirement; transcripts may be requested.
• Experience reviewing military HR, pay, and entitlement processes.
• Ability to propose improvements to policy and process changes.
• Ability to collect, validate, and analyze data for program improvement.
• Ability to design and present reports with graphs and charts.

Responsibilities

• Review HR, pay, and entitlement processes to identify inefficiencies.
• Identify process weaknesses and recommend improvements to reduce delays.
• Assist management in evaluating new policies and their impact on practices.
• Evaluate process effectiveness using various methods and tools.
• Collaborate with management, system programmers, and pay specialists to draft system requirements.
• Prepare system change proposals and test solutions prior to implementation.
• Collect and analyze data to support efficiency; provide statistical reports to management.
• Design reports with graphs and diagrams to measure progress and service quality.
• Participate in panels and working groups to provide analytical results and updates.

Skills

Process improvement

Data analysis

Reporting

Job description

• Department: Department of Homeland Security

This vacancy is for a GS-0344-7, Management and Program Assistant located in the Department of Homeland Security, U.S. Coast Guard, PPC CUSTOMER SERVICE DIVISION in TOPEKA, Kansas.

Key Responsibilities

You will serve as a/an Management and Program Assistant and be responsible for completing duties in support of process management and process improvement to increase the efficiency, effectiveness, and productivity of the organization and its programs. Being a Coast Guard civilian makes you a valuable member of the Coast Guard team.

Typical work assignments include: Independently reviewing a wide variety of military human resource, pay, and entitlement processes, policies, procedures, and guidelines. Identifying potential process inefficiencies and recommending improvements to reduce or eliminate weaknesses in transaction processing. Assisting management in reviewing new or proposed military human resource policies, procedures, and guidelines for impact on organizational practices.

Using a variety of methods and techniques to evaluate the effectiveness of processes and programs. Pinpointing potential barriers and working with management, system programmers, and military pay systems specialists to develop system and technical requirements documents. Preparing system change request proposals for enhancements. Working with end users, systems analysts, and programmers to test programming solutions prior to the implementation of system changes.

Collecting, validating, and analyzing data and information to support improvement of the efficiency of internal and organizational processes. Preparing and providing statistical data and reports to management. Designing new reports, including graphs, diagrams, charts, and other graphics, to assist in measuring program progress and quality of service, and making recommendations on actions to resolve problems and/or increase program/process efficiency.

Serving on panels, committees, and working groups responsible for conducting advanced analyses. Providing and/or evaluating analytical data/results and keeping management informed of progress and unusual issues.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application.

Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis.

If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement.

To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Reasonable Accommodation Information

Requirements & Education

This position does not have a positive education requirement. If you are including education on your resume, report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. See Required Documents section for detail. Are you qualifying based on education? Submit a copy of your college transcript (unofficial is acceptable) from an accredited institution.

Once selected & prior to appointment, applicants must provide an official college transcript. Education completed in foreign colleges or universities may be used to meet Federal qualification requirements if you can show that your foreign education is comparable to education received in accredited educational institutions in the U.S. (see FOREIGN EDUCATION below).

College Transcript: If this position requires specific educational course work to qualify, or you are qualifying based in whole or part on education, you are required to provide all unofficial transcripts (undergraduate, graduate, etc.) by the closing date of this announcement or you will be disqualified from further consideration.

Transcripts should be legible and detailed, showing course number and department (i.e., bio 101, math 210, etc.), course title, number of credit hours, and grade earned. If course content cannot be easily identified from the title of the course as listed on your transcript, you must submit an official course description from the college/university that reflects the content at the time the course was taken.

FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet Federal qualification requirements if you can show that your foreign education is comparable to education received in accredited educational institutions in the United States. To receive this credit, you must submit evidence of equivalency as provided by a credentialling evaluation service. It is your responsibility to provide such evidence with your application.

See Recognition of Foreign Qualifications click here Only experience and education obtained by the closing date of this announcement will be considered.

DHS offers competitive salaries and an attractive benefits package, including health, dental, vision, life, and long-term care insurance; retirement plan; Thrift Savings Plan [similar to a 401(k)]; Flexible Spending Account; Employee Assistance Program; personal leave days; and paid federal holidays. Other benefits may include flexible work schedules; tuition reimbursement; transportation subsidies; uniform allowance; health and wellness programs; and fitness centers.

DHS is committed to employee development and offers a variety of employee training and developmental opportunities. For more information, go to the DHS Careers website and select "Benefits." Disabled veteran leave will be available to any federal employee hired on or after November 5, 2016, who is a veteran with a service- connected disability rating of 30 percent or more.

Which agency is hiring for this position?

This position is with U.S. Coast Guard, Department of Homeland Security.

What is the salary for this position?

The posted pay range is $51283 – $66670/yr.

What is the application deadline?

Applications close on 2026-10-11.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.