Administrative Support Assistant

This position is located within the U.S. Department of Transportation, Federal Motor Carrier Safety Administration (FMCSA), Office of Safety – Field Operations. The incumbent will perform a variety of administrative work in support of the management and operations of field offices, servicing employees in the respective regional operations of FMCSA.

As an Administrative Support Assistant, you will:

• Provide a wide range of administrative and office management activities in support of direct safety mission operations conducted by staff throughout a defined geographical regional area. Participates in conducting safety support operations including performance of internal checks and pre-approval process controls for on time and attendance; travel, fleet, facilities management; property and supply inventory accountability; procurement execution; and budget reconciliation within the appropriate system, application, or data record, to include report preparation, data entry and financial analysis. Carry out a variety of administrative and office management operational, non-technical safety activities, as needed due to staffing and/or workload demands.
• Plan, organize and accomplish a variety of administrative operations, office management, and program assistance tasks within the parameters of established policies and guidelines. Provide guidance and assistance to office personnel on administrative and procedural matters. Interprets regulations and directives governing effective administrative management in terms of requirements and standards. Ensure established criteria are communicated and that the criteria are implemented.
• Prepare special and recurring administrative reports. Provide assistance in collecting, reviewing, consolidating, and analyzing data in support of organization's programs and mission requirements. Ensure data/ information provided is consistent with the overall program requirements for submissions. Identify, restructure, and recommend ways of eliminating, combining, simplifying, or improving administrative and clerical office procedures and processes. Implement new systems or administrative processes to meet Regional Field Operations’ administrative needs.
• Provide assistance with a variety of administrative tasks across the Service Center Region, including time and attendance, leave, budget, and fleet management. Generate reports on timelines, electronic work activities in E2, CASTLE, USA Performance, and other administrative systems; and provides direction to staff on proper work activity processes. Monitor and track budget expenditures. Collect data, and project costs to prepare financial reports. Compile costs from prior year’s operating budget and expenditure to extract information and other data on salaries, expenses, personnel changes, and equipment needs. Serve as backup purchase card holder and PIV agent. Assist with research and collection of source specific and technical information related to equipment inventory, vehicle fleet, and procurements.

The ideal candidate should possess strong computer skills (Word, Excel, Outlook, etc.) and have a variety of administrative experience in monitoring an office budget, fielding telephone calls, and reviewing documents, reports and travel expense vouchers. The ideal candidate should possess excellent organizational abilities, have exceptional interpersonal skills, give attention to detail and have a highly developed customer service ethic. Additionally, the candidate should have experience monitoring an office budget and have knowledge of federal policies and regulations for travel, procurement, time keeping, inventory and records management.