15316 - Administrative Support Assistant, NF-0303-03

ANNOUNCEMENT NO:               15316

POSITION TITLE:                       Administrative Support Assistant, NF-0303-03

TYPE OF APPOINTMENT:          (1) Regular Full Time

SALARY:                                         $17.54 - $19.54 / Hour (Includes locality Pay)

LOCATION:                                     Military and Family Support Center

AREA OF CONSIDERATION:      1. Current NAFI Employees within MFSC

                                                             2. Current JBPHH & PMRF NAFI Employees

                                                             3. Oahu Wide

RELOCATION EXPENSES:            Not applicable

OPENING DATE:  07/10/2015              

CLOSING DATE:  07/16/2015

MAJOR DUTIES AND RESPONSIBILITIES:   

Provides administrative support to the Counseling and Advocacy Prevention Services (CAPS) program. Maintains all CAPS administrative actions and completes routine day-to-day tasks. Writes and updates CAPS administrative standard operating procedures, official letters, policies and prepares other reports as required. Receives initial CAPS client information and referrals through telephone, written and face-to-face contacts.
Screens intake calls and CAPS clients appropriately (does not conduct intake). Schedules and confirms appointments, provides intake questionnaires to new clients and provides relevant information about CAP services, requirements, and procedures. Maintains a basic knowledge of community resources to answer requests for information and/or refers clients to other programs and agencies. Follows up with clients to ensure client needs have been met or to provide further assistance as necessary. Completes background checks for CAPS personnel screening and employment. Reviews case record materials and files appropriate reports. Files and maintains case records, ensuring confidentiality of client records in accordance with existing Navy/DOD policies. Assists CAP staff in preparing cases for transfer(s) to other programs and for presentations to Commands. Obtains police blotters and reports, responds to requests for records by Commands and individuals. With general instructions from CAPS supervisors, reviews case records and obtains requested information. Makes routine contacts with representatives of other agencies in the community (Federal, State, City and County, and private sector) to provide, obtain or clarify information in support of CAP. Maintains statistical data on spouse and child abuse cases. Prepares weekly, monthly and annual statistical reports. Obtains data from the Composite Health Care System (CHCS), Computer Networking Systems, Navy Central Registry, Fleet and Family Management Information System (FFSMIS), and/or other information management systems to access data on served populations. Performs data entry, manipulation and retrieval and provides guidance to CAP staff on database use. Screens and maintains control records on incoming CAPS correspondence. Personally responds to routine non-technical requests for information, and routes other items to appropriate staff along with relevant background materials. Types a wide range of recurring and non-recurring correspondence, reports, statistical data, briefs, forms and other documents using a variety of office automation software and equipment. Proofreads and edits materials prepared by self and other MFSC staff to ensure correct spelling, grammar, punctuation, capitalization, and compliance with the Navy Correspondence Manual and Command policy. Establishes and/or monitors suspense dates, updates correspondence log, prepares routing sheets, tracks items through the routing process, and upon signature, makes appropriate distribution. Composes basic correspondence. Researches, collects and consolidates information for various reports in accordance with established procedures or as directed by the supervisor, recognizing which information is or is not relevant to the issue at hand. Provides advice and guidance to other MFSC staff on administrative policies and procedural requirements, and assists in solving problems where existing guidelines can be applied. Makes recommendations for implementing or revising office procedures to enhance operations of the MFSC and/or Business and Administrative Support Division. Maintains necessary documents, records, files and referral information in support of CAPS. Responsible for all aspects of case record management, ensuring compliance with official guidelines and procedures. Logs in all new cases of abuse, sets up case records and files information. Ensures security of case records to include the retirement process. Uses multiple office automation software, e.g. Microsoft Word, Excel, PowerPoint, to produce a wide variety of documents, often involving complex formats and extensive revisions. Assignments may include but are not limited to creating and/or editing lengthy and complicated reports; collecting, organizing, and presenting diverse information in a readable and easy-to-understand format, e.g., spreadsheets, slides, charts, or tables; and resolving incompatibility problems in transferring tex1 from one software package to another when menu options and specific software instructions are not available. Develops methods and procedures to streamline office automation tasks, and makes recommendations for improvements. Performs administrative and clerical work in support of the FFSC. Picks up, delivers and distributes mail including but not limited to incoming and outgoing correspondence, publications, regulations, and directives. Independently screens and routes materials, bringing unusual items to the attention of the supervisor. Assists with bulk mail preparation as needed. Registers CAPS staff for training and conferences; prepares training requests, e.g., DO 1556; coordinates payment of registration fees; monitors status of requests, and ensures all follow-up documentation of training is completed. Coordinates some travel arrangements for CAPS staff. Assists CAPS staff with coordination of meetings, reserves and sets up meeting room(s), contacts participants, ensures required materials and services are provided as directed, and takes minutes. Establishes, maintains, purges, and disposes of files and client records in accordance with existing regulations and procedures. Requisitions, receives and distributes office supplies and printed materials as required. Duplicates and assembles informational and educational materials in support of CAPS programs. Assists at MFSC Customer Service Desk. Answers telephone calls and greets walk-in visitors. Schedules and confirms appointments and helps clients complete required paperwork prior to meeting with counselors. Registers personnel for MFSC classes, confirms class rosters, and maintains classroom information board. Checks in personnel to the Client Resource Center and provides assistance on available computer programs located within. Provides welcome aboard packets and other basic relocation information, and assists clients with checking and return of loan closet items. Maintains a record of phone and walk-in contacts, and enters statistics into FFSMIS or other appropriate management information system. Other miscellaneous duties as assigned.