Program Office Assistant; CAP

Summary

Serve as a Counseling Advocacy and Prevention (CAP) Program Office Assistant within Commander, Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), Family Readiness Division (N91). The purpose of this position is to provide a wide range of administrative support that is in direct support of professional counselors performing clinical counseling and Family Advocacy Program (FAP) case management that are part of the Counseling Advocacy and Prevention Program(CAP).

Serve as a Counseling Advocacy and Prevention (CAP) Program Office Assistant within Commander, Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), Family Readiness Division (N91). The purpose of this position is to provide a wide range of administrative support that is in direct support of professional counselors performing clinical counseling and Family Advocacy Program (FAP) case management that are part of the Counseling Advocacy and Prevention Program(CAP).

• 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-Disciplinary Team (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, and obtaining 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…