Administrative Support Assistant- Fleet and Family Support Center

This position is located in the Fleet and Family Support Program (FFSP) aboard Naval Base Kitsap. FFSP is the Navy's primary agence for the delivery of human services intended to enhance the stability and self-sufficiency of individuals and families, resulting in increased operational readiness. The primary purpose of this position is to provide a wide range of support and assistance that is in direct support of programs, administrative and management functions within FFSP.

Duties

Reception and Information and Referral (I&R) Services:

• Receive telephone calls, greet customers, and ascertains the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers calls and visitors to appropriate staff or office. Answers substantive requests for information which can be provided based on information from records and files or personal knowledge of services available.
• Maintain database with walk-in, call-in client statistics and provide data for monthly, quarterly, etc., reports. Maintains and inputs a statistical record of contacts in a timely manner. Maintains an updated and detailed information database of programs, services, and activities available on instillation and in the local community which support and enrich the quality of life for individuals and families.
• Responds to questions by clarifying needs through appropriate questions and comments designed to develop necessary facts and by developing responses/solutions based on employee's knowledge and experience in problem solving.
• Conducts follow-up to ensure inquirers needs are met, either by the employee and/or other offices/agencies to whom the inquirer was referred. Maintains detailed records regarding feedback in order to evaluate the effectiveness of referrals and assistance provided.

Administrative Support:

• Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Composes correspondence and other materials of a non-technical nature. Consolidates and finalizes information for various reports in accordance with established procedures. Based on knowledge of substantive programs of the organization, gathers and summarizes information from files and documents for supervisor's use in responding to inquiries, recognizing which information is or is not relevant to issue at hand.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail to identify what needs to be brough to the attention of the supervisor, referred to appropriate staff, reroute to other organizations/offices, or handled personally.
• Maintains staff calendars, coordinates meeting arrangements, and schedules meetings and/or conferences. Schedules appointments and meetings without prior approval in accordance with policies and priorities and coordinates with the staff as necessary. Independently notes and follows up on commitments made at meetings and conference by staff members.
• Updates trackers and/or suspense filed for unclassified document control as required.
• Prepares and logs Requisitions for office supplies, printing support, and related materials and services.
• Uses multiple office automation software with varied functions to produce a wide range of documents that often require complete formats such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets.
• Independently plans and performs complex office automation duties requiring different approaches and methods from one assignment to another.

Performs other duties as assigned.

https://www.usajobs.gov/job/838697600