Administrative Officer/Program Coordinator
This position provides primary management support to a division office and customers by planning, performing, and coordinating all functions necessary for efficient operation. The incumbent may lead and support one or more mission critical program area(s) such as: finance, program management and analysis, and/or emergency management. The position provides recommendations on a range of program-related activities to the Division Office and State DOTs to deliver the Federal-aid highway program.
As a Program Coordinator/Administrative Officer, you will:
- Provide data gather analysis related to their area of responsibility. They will participate in the risk assessment process and conduct activities in association with their program to facilitate mission accomplishments.
- Review, organize and submit Division Office policy and procedures for consideration by Division leadership in the following areas: mail distribution; official travel; management of electronic and paper records; procurement of office supplies, forms, and equipment; replacement and disposal of equipment and furnishings; office interior changes; office communications; building maintenance and other matters affecting FHWA workspace; and GSA vehicle fleet inventory, maintenance, and repair.
- Assist with revising and developing Standard Operating Procedures (SOPs) for administrative and financial programs. Assists in reviewing Purchase Card program activities, Travel, and Property with occasional guidance.
- Serve as Division Training Coordinator and assist employees to navigate the DOT training system. Scan and add employee training certificates from outside vendors into the DOT training system.
- Initiate the processing and tracking of employees’ time and attendance using CASTLE. Ensure leave and telework hours are properly recorded in CASTLE. Report discrepancies and areas of concern to the supervisor.
- Advise travelers on appropriate documentation and lead times required for sponsored travel, domestic travel, foreign travel, premium class, carrier, expense allowance and leave request. Completes travel system authorization and voucher review and supports as a travel arranger, reviewer, or fund certifier using approved agency applications (i.e., E2 Travel Solutions). Processes invitational travelers to complete required forms for signature and approval and budget allocations within the required timeframe.
- Process FOIA requests using FHWA guidance and complying with all governing regulations.
- Conduct new Employee Orientation to acclimate new and mid-career hires to the field office and staff, ensure that there is leadership communication occurring for the employee to understand job duties and expectations. Assists HR with employees completing and submitting documents for in-processing, out-processing, transferring, separating, retiring employees.
- Act as the Division Office’s procurement official and government purchase cardholder ensuring that purchases comply with the Federal Acquisition Regulations, DOT guidance and any Division policies.
The ideal candidate for this position is an individual with experience providing a wide range of program management support in a quality manner, with a strong customer service focus and the ability to facilitate communication among office staff, other offices, and various partners.