Office Automation Assistant

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Serve as an FFSC Administrative Support Assistant within Commander Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), Family Readiness Division (N91), Fleet and Family Support Program (FFSP). The primary purpose of this position is to provide a wide range of administrative and program support and assistance that is in direct support of the Fleet & Family Support Center Site Director.

The incumbent performs other administrative/office duties in support of the Program.

Provides support through a wide array of assignments to include general front office administrative services in direct support of all programs that fall under the Fleet and Family Support Centers (FFSC). Interacts with other service programs to ensure receipt of referral and documents; works with the Freedom of Information Act Office (FOIA) regarding requests for records and researching information in the record(s).

Makes routine contacts with officials of other agencies in the community. Maintains the necessary documents, records, files and referral information, and similar program work. Provides information to clients about the program services, requirements, and procedures. Provides referral information on community resources to clients. Assists clients in the use of office equipment and take responsibility to handle maintenance of equipment. Conducts follow‑up with clients answering any questions and aiding, as needed.

Receives visitors and telephone calls to the office, determines the nature of requests and directs visitors and/or callers to appropriate staff, or personally provides the information desired when routine or procedural matters of the office are involved. Screens intake calls appropriately (does not conduct intake), schedules routine appointments for clients and conveys information to clients. Uses diplomacy and tact in dealing with internal and external leadership, staff, and all other individuals.

Receives/manages requests for appointments with the supervisor/program site manager, as needed. Checks on availability and confirms appointments. Reschedules appointments upon requests of the supervisor/program site manager or staff member.

Schedules appointments and arranges for time, participants, and location of meetings and assembling background material in accordance with instructions from the supervisor for a variety of meetings. Records, types, and distributes minutes from these meetings. The employee uses the full range of functions, including advanced processes of one or more word processing software and/or desktop publishing applications to produce a variety of documents.

Uses various functions of other software types such as calendars, electronic mail, spreadsheets, or graphics.

Reviews, revises, and maintains FFSP local standard operating procedures (SOPs) for grammar, punctuation, and administrative content. Establishes and maintains subject matter files and records that relate to the programs of the FFSP. Sets up and maintains logs showing the status of actions and correspondence, both internally and externally to the program. Ensures files include all required documents that are properly signed.

Carries out confidentiality/PH guidelines and other essential procedures regarding personnel/client files/information. Composes non‑technical correspondence, ensures proper formatting; locates and/or assembles information for documents such as reports, briefs, etc. Responds to routine and non‑technical requests for information. This may involve determining whether to release the information and the requestor’s authority to receive the information, requesting guidance from the supervisor/site manager when in doubt.

Serves as a point of contact for all travel and training for the FFSP staff. Prepares and tracks travel/training documents for the department and processes accounting data for Temporary Additional Duty (TAD) orders. Makes necessary…