CYP Operations Clerk

Clarification from the agency

Open to current CYP NASF employees and Military Spouses.

The CYP Operations Clerk performs a combination of duties related to one or more components of the CYP. Duties are related to record keeping and reporting, liaison with families and programs, and collection and monitoring of fees and supplies. These tasks are summarized below.

• Record Keeping and Reporting

  This position handles administrative duties for Child and Youth Programs (CYP), focusing on preparing and maintaining reports and financial data. Key responsibilities include managing child registration, enrollment, and USDA food program records to ensure they are complete, accurate, and current.

  The role serves as a primary point of contact, providing front desk coverage, logging children in and out, and answering questions from patrons about programs, policies, and financial obligations. Additionally, the position involves processing background check paperwork, maintaining office files, resolving record discrepancies, and providing required information to various agencies.

• Fees and Supplies Collects fees and charges and records payments in accordance with proper procedures. Notifies supervisor of all delinquent payments. Completes a daily activity report and ensures proper deposit of funds in accordance with established cash handling procedures. Responsible for monitoring all supplies and resources. Notifies supervisor of items that need to be ordered.

• Additional Responsibilities Serves as a mandatory reporter to Family Advocacy and Child Protective Services as prescribed by local policy in the case of suspected incidences of child abuse and neglect. Performs other duties as assigned.

• Classification Factors

1. Knowledge Required Knowledge of administrative support functions. Knowledge of general office automation software, practices and procedures in order to accomplish various work assignments. Knowledge of military CDC, CDH, SAC, YP, R&R and the USDA Food Programs. Ability to maintain a computerized database. Working knowledge of computer keyboard and Child and Youth Management System (CYMS) or equivalent database system. Ability to maintain accurate reports and records and military style documents. Ability to communicate effectively in English, both verbally and in writing. Skill in cash handling required.
2. Supervisory Controls Works under the general supervision of the assigned CYP Director. Works independently and refers deviations, problems, and unfamiliar situations to supervisor. Work is reviewed periodically for accuracy and timeliness and to ensure compliance with instructions, policies, standards, and regulations. Judgment is required in determining the differences in similar situations, applying the appropriate procedures, and making deviations to adapt the guidelines to specific cases.
3. Guidelines Assignments are covered by prescribed policies, instructions, rules and regulations. Incumbent applies judgment and initiative in devising solutions to problems through analysis of the issue/ problem and in selecting the best alternatives for solution.
4. Complexity Work consists of moderately complex assignments requiring numerous procedural steps. The nature of assignments may vary to a significant degree from one assignment/program to another in accordance with instructions. Incumbent is required to prioritize the work that needs to be done with little input from supervisor.
5. Scope and Effect The incumbent provide information regarding components of the CYP to include CDC, CDH, SAC, YP, R&R and the USDA Food Program. The information provided by the incumbent relates to policies, fees, procedures, waiting lists, programs and activities, and special events. Performs clerical and administrative tasks in support of one or more of the above programs. The work product or service affects the accuracy, reliability, or acceptance of further processes or services.
6. Personal Contacts are with CYP personnel, both supervisory and nonsupervisory, parents, children and youth, co-workers, base civilians, providers, and military personnel. The incumbent exercises tact, diplomacy, promptness, and good manners when interacting with and assisting patrons and visitors.
7. Purpose of Contacts The purpose of these contacts is to obtain, supply or clarify information; respond to questions; resolve problems and deviations; set up meetings, appointments, and training sessions; and provide quality customer service.
8. Physical Demands Work is primarily sedentary. The work environment involves everyday risks or discomforts such as exposure to disease that require normal safety precautions typical of childcare settings. Normal fire and safety precautions must be adhered to.
9. Work Environment Work is conducted in an office setting. The work area is adequately lighted, heated and ventilated. The incumbent may be required to work an uncommon tour of duty to include evenings or weekends

Conditions of employment

• Must be 18 years of age or older and have a high school diploma or equivalent.
• Complete required training certificates, and maintain certifications or credentials required by Federal, State, and/or national accreditation institutions used as part of DoD's Child and Youth Programs.
• Undergo pre-employment and random drug testing. A positive drug test, or failure to submit for testing, is a basis for removal from this position.
• Pass a pre-employment physical, provide evidence of immunization, be free of all communicable diseases, and obtain appropriate immunization against communicable diseases.
• Employment contingent upon proof of education if not provided at time of application.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Must meet federal suitability requirements including successful completion of background investigation.

Qualifications

Factor 1. Knowledge Required

• Knowledge of administrative support functions.

• Knowledge of general office automation software, practices and procedures in order to accomplish various work assignments.

• Knowledge of military CDC, CDH, SAC, YP, R&R and the USDA Food Programs.

• Ability to maintain a computerized database. Working knowledge of computer keyboard and Child and Youth Management System (CYMS) or equivalent database system.

• Ability to maintain accurate reports and records and military style documents.

• Ability to communicate effectively in English, both verbally and in writing.

• Skill in cash handling required.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement. Resumes will be rated based on the information provided to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume.

The following documents are required at the time of application:

• Resume
• Proof of education/training: provide a copy of your awarded/conferred college transcript(s); if degree hasn't been conferred, provide copy of HS Diploma, GED, or equivalent
• If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation
• If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application
• If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.)
• If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50

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