program office assistant

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), Fleet and Family Support Program (FFSP). Primary purpose of this position is to provide a wide range of administrative support and assistance that is in direct support of professional counselors performing clinical counseling and Family Advocacy Program (FAP) case management.

Duties

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• 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.

Requirements
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Conditions of employment

• Must pass all applicable records and background check.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.
• Incumbents are required to obtain and maintain a determination of eligibility for a Secret security clearance
• Incumbent may be on-call twenty-four hours a day/seven days a week
• May be required to travel by military and/or commercial conveyance to support another installation in the region's AOR or to attend training.
• Starting May 7, 2025, non-affiliated individuals requesting access will need a REAL ID-compliant driver's license or another acceptable form of identification to access CNRMA Installations. (review required documents section for more information.)

Qualifications
Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and
KSAs.
A qualified candidate must possess:

• 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,11 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.

Education

This position does not have a positive education requirement.

Additional information

Salary is dependent on experience and/or education.

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Installations Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.

Some positions have special requirements. Selection may be tentative pending the completion of these requirements. Applicants may be required to submit proof of education, participate in medical screening, drug testing, etc. All selections are contingent upon satisfactory employment reference checks. Employment is subject to successful National Agency Background Check. Occupants of this position must maintain the privacy of official work information and data and demonstrate the highest level of ethical conduct.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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