PROJECT MANAGEMENT ASSISTANT, GS-0303-07 (89390)

Announcement Type

TARP - Internal Opportunity (Non-Comp/VIOP)

Position Type

Permanent

USACE Organization

Pacific Ocean Division (POD) - Honolulu District

Locations (City, State)

Fort Shafter, HI

Position Overview/Duties

Serves as Project Management Assistant located in the Division/Branch. The position is under the general supervision of the Division/Branch Chief, however, receives direction and provides technical assistance and administrative support to other project engineers/managers and staff as required. Assignments are made in terms of objectives, priorities, and deadlines. Performs work independently, in accordance with standing precedents, guidelines and timetables established by the Division/Branch Chief; resolves most conflicts that arise. The employee uses significant judgment and interpretation to select and apply the correct part of the most appropriate guideline to a variety of actions.

On highly complex types of assignments, is given instruction and information on reference material for use in resolving problems, and more than normal guidance is provided. Completed work is subject to review for appropriateness, conformance with established policies, and timeliness. Significantly changed or highly complex work assignments are subject to detailed review. Overall performance is evaluated in terms of performance standards established by the Division/Branch Chief.

The purpose of this position is to provide technical and administrative assistance to the Division/Branch. Provide technical support to Division/Branch Chief by gathering data from various sources. Perform preliminary analyses, developing portions of Management Plans and developing and/or inputting data into the U.S. Army Corps of Engineer's Information Systems. Prepare fact sheets, reports, slides, and presentations supporting the Division/Branch Chief, project engineers/managers and various other staff.

The position works with and must be knowledgeable on general aspects of design and construction including planning, design, construction, and operations. Administrative responsibilities include preparing and reviewing reports, documents, various correspondence, making complex travel arrangements for large teams to remote locations, and assuring site visit clearances are coordinated with various military installations, assuring files and records are properly established, stored, maintained, and providing general support. In the accomplishment of these duties, the incumbent uses a wide variety of word processing, spreadsheet, project management and reporting software programs.

1. TECHNICAL: Attend various programmatic meetings and conferences aimed at developing or discussing technical aspects of the program and the associated scope. Participate at these meetings by providing current project information to the Chief for presentation, by having pertinent information available for distribution to interested parties, and by recording conference minutes, identifying action items, persons responsible, and suspense dates. Establishes and maintains a running suspense list of action items. Ensures all references, figures, calculations, etc. written in conference minutes are correct by reviewing project maps, drawings, as-builds’, etc. Researches records and drawings to pull old agreements or project files for reference by the PM/PE. Follows-up on commitments made during these meetings for delivery of specific information to attendees. Arranges for site visits by coordinating the day and time of the visit, establishing what attendees must be present and what they are to bring with them to the site visit, and sending out reminders to interested parties. May occasionally accompany other staff on site visits to observe site conditions, to discuss project specifics, resolve conflicts, and document observations and discussions held at project site.

Work with Resource Management Division and Program/Budget staff to generate accurate financial status resource loading for Division/Branch-level budget, manpower and contingencies. Calculates contingency usage and amounts remaining. Using information from the various technical elements, inputs and calculates initial Earned Value Reports for each assigned project.

Using the scope developed by the Division/Branch Chief and under his/her direction, perform task analysis of all work products that will be required to assure timely completion of the project.

Prepare a variety of project reports, including monthly project status reports for the Project Review Board (PRB), Project Executive Summaries, and other reports as required. These reports contain narratives on problems, potential impacts to schedules, cost and schedule changes, current status of project milestones and costs, impacts and suggested corrective actions. Prepares draft information papers, reports, fact sheets, slides, maps, pamphlets, and charts for various briefings and meetings as requested by the Division/Branch Chief.

2. ADMINISTRATIVE: Serve as administrative liaison in direct support of the Division/Branch Chief. Confers with the Chief on matters requiring judicious, confidential consideration and handling and pursues such matters to acceptable conclusion as required. Schedule meetings and conferences pursuant to the events on the Chief’s calendar. Attend conferences and meetings involving project budgeting, manpower, personnel, contracting, procurement, property, procedures, and regulations. Takes notes and develop minutes of meetings as required. Interpret regulations, procedures, and policies relative to administrative actions including personnel matters and support services. Provide advice and assistance of a regulatory and administrative nature to the Division/Branch Chief.

Review outgoing correspondence for conformance with general policy, factual correctness, adequacy of grammar, and related mechanical features. Maintain control records on incoming and outgoing correspondence and follows up on suspense dates. Prepare routine correspondence for the PM/PE. Establish and accurately maintain the ARMIS filing system for the team. Checks e-mail and maintains office calendar of meetings, vacations, inspections, and events.

Take the lead in developing new methods of automating project office records. Render advice and recommendations for purchase of software items and utilization. Evaluate computer resources and applications for use in the project team.

Utilize the Corps of Engineers Financial Management System (CEFMS) to process a variety of transactions, e.g., purchase requests and commitments (PR&C's), manage timekeeping, training and travel arrangements. Also serve as program/project technical expert regarding purchasing equipment, supplies and services. Recommend the most efficient purchasing method based on consultation with the Contracting Division and/or on personal knowledge of Defense and Army Federal Acquisition Regulations. Responsible for Government Purchase Card (GPC) purchases. Reconcile purchases to monthly statements within dollar limits imposed by District policy. Personally, or through the use of subordinate staff, assure the accurate maintenance of the extensive documentation required for contract files.

Coordinate routine and complex travel arrangements including remote locations. Prepare travel documents including TDY, PCS, and invitational travel orders as required and assures adequate funding is in place. Make special arrangements for commercial, charter, or military air as required. Coordinate travel details including plane, auto, hotel/billeting arrangements and assures security clearances are obtained to attend classified briefings and to access military installations when required. Prepare detailed itineraries and trip plans. Schedule and coordinate with ALCOM and/or POC at installations being visited.

Use word processing and other types of software (spreadsheets, graphics, etc.), to process and produce a wide range of documents, some of which require complex formats. Examples include creating, editing, and reformatting lengthy reports requiring advanced functions such as those required to generate table of contents, statistical data with multiple columns, technical directives, correspondence, and lists of exhibits. Uses database or spreadsheet software to enter, revise, sort or calculate, and retrieve data for standard or special reports. Uses graphics and PowerPoint software to produce graphic symbols, charts, graphs, and presentations.

Other Conditions and Requirements

This job opportunity is open to CURRENT, PERMANENT USACE EMPLOYEES ONLY.

This opportunity is being announced through the USACE Voluntary Internal Opportunities Program (VIOP). Current, permanent USACE employees with noncompetitive eligibility to be placed in this position are eligible to apply. This Program may only be utilized for noncompetitive placements, to include voluntary reassignments, promotions not-to-exceed 120 days, voluntary changes to lower grade, details, and deployment opportunities. Employees interested in permanent or temporary promotions longer than 120 days must apply through USAJOBS, or other approved merit procedures or hiring authorities. Temporary or term employees and Department of Army Fellows assigned to USACE will not be considered for positions or assignments through VIOP.

Other Requirements:

• Applications must be submitted after 12:01 AM (EST) of the posted Job Posting Open Date and before 11:59 PM (EST) of the posted Job Posting Close Date to receive consideration.
• All positions require the applicant to be a citizen of the United States.
• Male applicants born after December 31, 1959, are required to register for Selective Service prior to appointment.
• A trial or probationary period may be required.
• Direct deposit of pay is required.
• This position has a Temporary Duty (TDY) or business travel requirement of 10% of the time.
• This position requires that the incumbent possess or obtain and maintain a valid state Driver's License in one of the 50 U.S. states or possessions to operate vehicles.
• This position is eligible for situational or regular and recurring telework.
• This position requires shift work to provide coverage on evenings, weekends, holidays, or special situations.

Equal Employment Opportunity (EEO) Policy: The United States government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor

To learn more, please visit the Office of Equal Opportunity (https://www.eeoc.gov/federal-sector/federal-employees-job-applicants).

Qualifications

Candidates will be evaluated IAW OPM Requirements: https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/

Reasonable Accommodation

Reasonable accommodation is available to qualified employees with disabilities. You can request a reasonable accommodation at any time during the application process, hiring process or while on the job. Requests are evaluated on a case-by-case basis.