Management & Program Assistant (FV-E/F)

Federal Aviation Administration; San Juan (PR); Remote; USD 49,000 - 82,000; Full time

Job summary

Federal Aviation Administration in the Department of Transportation is seeking an Administrative Support Specialist to perform a variety of routine and complex duties under limited supervision. The role includes handling visitor and caller inquiries, preparing reports, and coordinating travel and procurement requests to support multiple programs and projects.

The incumbent will work with the Field Office and Frontline Management Team, aiding in office operations and potentially supervising other

Responsibilities

• Receives visitors and callers and directs them to the appropriate office or team.
• Prepares routine reports and correspondence, and reviews outgoing materials for grammar and accuracy.
• Performs time and attendance tasks and verifies related data.
• Assists with procurement requests and travel documents to ensure regulatory compliance.

Job description

• Department: Department of Transportation

The incumbent will perform a combination of routine, multiple, and varying assignments under the limited direction of the Field Office and Frontline Management Team.

Key Responsibilities

FV-E Duties: 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 appropriate 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. FV-F Duties: 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 only 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. Contacts are typically internal and external.

Internal contacts frequently involve the Office Manager, Management Team, and Administrative Officer, as well as internal Aviation Safety Inspectors and administrative personnel. Other contacts may frequently include Division Management and Functional Area Office personnel, Flight Standards Field Office Managers, and employees from more than one organizational unit and/or Line-of-Business to share information, coordinate efforts, and discuss assignments.

External contacts are typically with customers and other parties on routine matters that relate to the project/program that is being supported. Establishes policies and procedures that provide guidance for most assignments, but allows some discretion for the incumbent to select the most appropriate approach, or to recommend new approaches. 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. Work is reviewed periodically, typically through status reports and at completion, to ensure policy compliance and alignment with the requirements of projects and/or work activities. Performs other duties as assigned.

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 $48875 – $82232/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What is the application deadline?

Applications close on 2026-12-01.

Who is eligible to apply?

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