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USAJOBS · 2 hours ago

PROGRAM OFFICE ASSISTANT (CAP)

Kittery, Maine, USA

Full-time

Onsite

New Grad, Entry Level

$24.65/hr - $32.04/hr

USAJOBS is seeking a Program Office Assistant for the Counseling Advocacy and Prevention (CAP) program within the Commander, Navy Installations Command. The primary purpose of this role is to provide a wide range of administrative support to professional counselors, assisting with case management and client interactions.

ConsultingGovernmentHuman ResourcesInformation TechnologyInternetStaffing Agency

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

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 meeting, the Clinical Case Staff Meeting IDC/Clinical Case Staff Meeting and Multi-Disciplinary Team 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 records in the proper format. Protect against the improper disclosure of Personally Identifiable Information, which is sensitive, confidential, and protected from disclosure by law or regulation. Maintain record cabinets to ensure records are filed in accordance with Navy instruction and local guidance; ensure that record's cabinets and client case files are kept under double lock system, and out of sight of passers-by. Annually, purge case records IAW Navy instructions and guidance; and prepare records for archiving IAW applicable instructions and guidelines, as needed

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

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, and inform the supervisor of conflicts, reschedule appointments when the supervisor is unable to make commitments, and make calendar available 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, and obtaining phone password and voice mail access. Establish and maintain staff rosters for the FFSC. 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, such as incorporating graphics or tables within text, editing and reformatting electronic drafts, updating or revising existing spreadsheets, and maintaining office databases. Use basic and advanced program functions to update and revise information within databases, etc., and search for and retrieve data for reports, etc. Input all statistical information into the ACCESS database and FFSC Management Information Systems 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 for review by the FFSC Director, upload purchase requests into the Registered Apprenticeship Partners Information Database System 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 in the budget binder. Maintain and update the budget binder, ensuring it accurately reflects center purchases

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

Qualification

CAP programVerbalMicrosoft Office SuiteWritten communicationBudgetingFiscal managementOrganizational skillsCustomer serviceTeam collaborationTime management

Required

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, 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