Program Office Assistant (CAP)

I. CAP Program Reception, Information and Referral Services. 45%

• Screen intake calls appropriately and ensure calls are routed to the duty intake counselor, and other calls to the CAP Supervisor and other immediate staff for immediate assistance.
• Schedule routine appointments for clients and convey appointment information, general information on CAP services and information on civilian/community/military resources to clients.
• Routinely contact officials of other agencies in the community such as hospitals, local Departments of Welfare Services, military and civilian local law enforcement agencies, etc.
• Provide full administrative support for the Incident Determination Committee (IDC) meeting, the Clinical Case Staff Meeting IDC/Clinical Case Staff Meeting (CCSM) and Multi-DisciplinaryTeam (MDT) meetings.
• Prepare bi-weekly IDC/CCSM/MDT agenda, compile and prepare IDC/CCSM/MDT case presentation packets, provide meeting notifications and reminders for IDC team members; coordinate with team members to ensure participation requirements are met; record and compose meeting minutes outlining case determinations, treatment recommendations, and case status updates.
• Prepare IDC/CCSM Notification, Determination and Closing letters.
• Maintain confidential correspondence records. Maintain a comprehensive community resource listing; provide information and referral resources and answer requests for social services contact information.
• Protect against the improper disclosure of Personally Identifiable Information (PII), (including electronically stored information) which is sensitive, confidential, and protected from disclosure by law or regulation.
• Review, revise, and maintain FFSC local standard operating procedures (SOPs) for grammar, punctuation, and administrative content.

• Perform a variety of administrative office support functions such as faxing, filing, preparing IDC/CCSM/MDT letters for mailing, copying and collating information for reports, prepare final for routine correspondence; follow-up with staff to ensure that various communication and deadlines are met. Assist the FFSC Director with forwarding Freedom of Information and Privacy Act requests IAW instructional requirements.
• Maintain staff calendars, schedule appointments, coordinate conferences, time, participants, and location of meetings, make sure all required materials are provided for meetings, assemble background material IAW instructions from the supervisor, i.e., Family Advocacy Committee/Records, types, and distribute minutes from these meetings, and inform the supervisor of conflicts,reschedule appointments when the supervisor is unable to make commitments, and make calendaravailable to supervisor and others to minimize conflicts in scheduling.
• Assist new staff with initial in-processing requirements to include assisting with completing required security paperwork and associated training to access Navy IT equipment, obtaining employee badge and parking pass, setting up the workspace, andobtaining phone password and voice mail access.
• Provide frontline customer service by assessing the needs of individuals seeking assistance, explaining the CAP program, and guiding them to appropriate resources. Effectively manage interactions with individuals who may be distressed, defensive, or frustrated, ensuring professionalism and adherence to program protocols.
• Operate a computer, peripheral equipment, and multiple office automation software to perform various computer operations such as producing correspondence, reports, presentation and briefing materials that often require complex formats.
• Input all statistical information into the ACCESS database and FFSC Management Information Systems(FFSMIS) as required; and modify and update databases daily.

• Assist the FFSC Director and FAP Supervisor with fiscal budget management. Track supplies and materials needed to support clinical programs.
• Initiate purchase requests utilizing DoD FedMALL and other available resources. Prepare Material Purchase Requests (MPR) for review by the FFSC Director, upload purchase requests into the Registered Apprenticeship Partners Information Database System (RAPIDS) or other identified data system for processing purchases.
• Monitor spending, track purchases through the system, receive purchased materials and verify the accuracy of the purchase, submit all purchase order receipts to identified POC and ensure a copy is retained.
• Assist staff with processing travel and training requests by reviewing travel requests and reimbursement requests for accuracy and forwarding to the appropriate POC for processing; and review training requests before forwarding to the CAP supervisor for acceptance.
• May assist with reserving lodging for TADs.
• Perform other duties as assigned.

Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment to include passing all applicable records and background check.
• Must enroll in Electronic/Direct Deposit within first pay period of employment.
• This position is designated Non-Critical Sensitive. Incumbents are required to obtain and maintain a determination of eligibility for a Secret security clearance or access for the duration of employment.

Qualifications

• Knowledge of the policies, regulations, procedures, and reporting requirements governing the CAP program and broad knowledge of the various elements of the FFSP to successfully provide administrative assistance to clinical counselors.
• Skill in engaging with and effectively communicating program expectations to individuals who may be unfamiliar with legal and procedural requirements.
• Skill in applying verbal and written communication methods and techniques and operating a personal computer and organizational software, and knowledge of writing mechanics (grammar, spelling, format, punctuation, etc.) to obtain information from clients and other stakeholders; write/type letters, memoranda, briefings and reports; and clearly explain complicated regulations, procedures, and concepts to people outside the agency.
• Skill in applying written communication methods and techniques and using Microsoft Word, Outlook, Excel and Power Point, and knowledge of writing mechanics (grammar, spelling, format, punctuation, etc.) to write and type letters,11 memoranda and reports; produce presentation and briefing materials; revise local SOPs for grammar, punctuation, and administrative content; type evaluations and travel/training documents; update and revise information within databases; and incorporate graphics or tables within text.
• Skill in organizing office and client case files and knowledge of the clerical steps in processing cases to maintain files and suspense records, and maintain, file, and retrieve information in files.
• General knowledge of the mission, functions and organizational structure of the FFSC to successfully provide administrative support for programs under the CAP function.
• Knowledge of procedures for travel and training requests to assist staff with processing travel and training requests.
• Knowledge of budgeting and fiscal management to initiate purchase requests, monitor spending, and track and receive purchased materials.
• Knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor to accurately manage the supervisor's calendar and coordinate meetings and appointments.

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, and will be rated based on the information provided in the resume 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. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

The following documents are required at the time of application:

• Résumé: Resume limited to 2 pages showing relevant experience (cover letter optional). For more guidance about the 2-page limit on resumes, visit here: Resume Requirements.
• Proof of education/training: if applicable, 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
• cent Personnel Action Report (PAR) or SF-50

Next steps