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    Administrative Support Assistant - Honolulu, United States - Commander, Navy Installations

    Commander, Navy Installations
    Commander, Navy Installations Honolulu, United States

    1 week ago

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    Description

    Summary

    This position is located in the Military and Family Support Center (MFSC), Joint Base Pearl Harbor - Hickam, Navy Region Hawaii. 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 the MFSC. Additionally, the employee delivers information and referral services to clients visiting or calling the MFSC.

    Duties

    Major Duties and Responsibilities:

  • Serves as MFSC Customer Service Desk Representative.
  • Functions as MFSC purchase card holder.
  • Greets visitors, receives telephone calls, and ascertains the nature of the visit or calls in a professional, respectful manner.
  • Refers telephone calls and visitors to appropriate staff or office based upon knowledge of the organization and its programs and operations.
  • Answers substantive requests for information, which can be provided based on information from records and files or personal knowledge of services available.
  • Locates and selects appropriate references and procedures for application to specific questions. When unable to locate information or cannot answer questions, refers caller/visitor to a staff member.
  • Greets walk-in clients and provides assistance with completing necessary paperwork prior to meeting with counselors and other MFSC staff.
  • Schedules and confirms appointments as needed and registers personnel for MFSC classes, confirms class roster and provides final roster to class facilitator.
  • Checks in personnel to the Client Resource Center (CRC) and provides assistance on available computer programs located within the CRC.
  • Coordinates with appropriate IT resource to resolve any CRC equipment issues.
  • Maintains database with walk-ins, call-in client statistics and provides data for monthly, quarterly, etc., reports.
  • Maintains an updated and detailed information, services and activities available on installation and in the local community (including both State and federal) which support and enrich the quality of life for individuals and families.
  • Conducts follow-up to ensure inquirer's needs are met, either by the employee and/or other offices/agencies to whom the inquirer was referred.
  • Maintains detailed records regarding feedback received in order to evaluate the effectiveness of referrals and assistance provided.
  • Proofreads and edits materials prepared by self and other MFSC staff to ensure correct spelling, grammar, punctuation, capitalization, and compliance with the Navy Correspondence Manual and Command policy.
  • Establishes and/or monitors suspense dates, updates correspondence log, prepares routing sheets, tracks items through the routing process, and upon signature, makes appropriate distribution.
  • Researches, collects and consolidates information for various reports in accordance with established procedures or as directed by the supervisor.
  • Provides advice and guidance to other MFSC staff on administrative policies and procedural requirements, and assists in solving problems where existing guidelines can be applied.
  • Assists in organizing, preparing, editing, proofreading and distributing a variety of MFSC marketing materials including but not limited to news articles, flyers, brochures and the monthly class calendar.
  • Duplicates and assembles informational and educational materials in support of MFSC programs.
  • Picks up, delivers and distributes mail including but not limited to incoming and outgoing correspondence, publications, regulations, and directives.
  • Independently screens and routes materials, bringing only unusual items to the attention of the supervisor.
  • Assists MFSC staff with coordination of meetings.
  • Assists MFSC staff and External Customers with reserving classrooms using the MFSC master class calendar.
  • Uses multiple office automation software with varied functions to produce a wide range of documents, such as graphics or tables within text, and reformatting 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, such as using different packages to: edit lengthy and complicated reports; collect, select, organize, and provide information; track the status of a number of projects assigned to the organization; and resolve incompatibility problems in transferring text from software package to another when menu options and specific software instructions are not available.
  • Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters; uses database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphic software to provide graphs and charts for reports and presentations.
  • Prepares supply requisitions, monitors status of active requests, coordinates delivery and distribution of materials, and follows up on discrepancies.
  • Establishes and maintains files of requisitions and supporting documentation to ensure that all requested items are properly received and accounted for, and that all required follow-up actions are completed.
  • Monitors inventory levels of office supplies, requisitions supplies and replenishes items as needed.
  • Keeps supervisor informed of order status and possible conflicts.
  • Performs other miscellaneous duties as assigned.
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