Program OFFICE Assistant; CAP Security Clearance

Position: PROGRAM OFFICE ASSISTANT (CAP) with Security Clearance
Duties
* 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…