FAP Administrative Assistant

This position is assigned to the Family Readiness Division; Fleet and Family Support Program (FFSP) Section; Commander, Navy Installations Command (CNIC); Naval Base Kitsap. CNIC is an Echelon II activity directly reporting to the Chief of Navy Operations (CNO). The mission of the FFSP is to provide information and referral, education and training, primary prevention, counseling and advocacy to facilitate achieving operational readiness and personal and family self-sufficiency.

• Provides administrative support to the Family Advocacy Program (FAP), to include meeting preparation and administrative notification and documentation requirements.
• Assists Family Advocacy Representative (FAR) and/or Clinical Supervisor with coordinating Incident Determination Committee (IDC) meetings; develops meeting agenda based on monthly cases presented, and ensures correct and accurate client information presented to the IDC.
• Assists FAR and/or FAP Case Manager with the administrative components of the Clinical Case Staff Meeting (CCSM); prepares agenda, minutes and subsequent letters to command and clients associated with FAP recommendations.
• Notifies law enforcement, medical, legal and command IDC members of meeting location, times, and agenda.
• Prepares notification letters to clients and commands, the minutes tracking form, and the IDC determination letters in accordance with applicable guidelines and requirements.
• Operates decision tree algorithm to assist with adherence to the DoD maltreatment criteria. Attends IDC meeting where sensitive, emotionally charged information will be shared.
• Tracks required training certificates and appointment letters for primary and alternative members of the IDC.
• Prepares and sends notifications of annual training requirements for IDC members, Commanders, and others as required by policy.
• Develops and maintains contact list for command and collateral IDC members to assist FAP case managers with timely notification to required personnel related to allegations of domestic abuse or child abuse/neglect.
• Schedules the Family Advocacy Committee (FAC) quarterly meetings and sends notification to FAC members, prepares agenda and meeting space.
• Assists with maintaining and organizing records of FAP trainings, Counseling Desk Guidance, and FFSP Certification Standards, in accordance with Regional and local Standard Operating Procedures (SOPs).
• Supports site outreach activities by maintaining resources and may accompany other FAP staff on outreach activities.
• Incumbent prepares correspondence, reports, and other documents, ensuring correct grammar, spelling, capitalization, punctuation, and appropriate format in work prepared by self and others.
• Must exercise continuous attention to the coordination among internal or external work units.
• The immediate Supervisor directs work through subordinate supervisors who have varying functions, relationships, and customer responsibilities, which place significant demands on the Administrative Assistant position.
• Maintains tickler system. Screens and priorities correspondence, electronic mail, and material prior to distribution for suspense dates, established controls, and follows up on responses.
• Schedules meetings, appointments, and conferences in accordance with instructions from supervisor.
• Prepares and distributes agenda and takes notes when directed.
• Receives visitors and phone calls. Accurately determines nature of request and refers callers or visitors to appropriate staff.
• Uses a variety of office automation software in support of the organization and mission requirements including but not limited to: Complete back up of files and database systems.
• Uses database or spreadsheet software to accurately enter, revise, sort or calculate, and retrieve data for standard reports
• Uses graphics software to provide briefs, charts, and graphs for viewgraphs or paper presentations
• Performs other related duties as assigned.