Program Office Assistant (CAP)

About the role

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).

The purpose of this position is to provide a wide range of administrative support that is in direct support of professional counselors performing clinical counseling and Family Advocacy Program (FAP) case management that are part of the Counseling Advocacy and Prevention Program(CAP).

What you will do

• CAP Program Reception, Information and Referral Services.
• 45% 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 (IDC) meeting, the Clinical Case Staff Meeting IDC/Clinical Case Staff Meeting (CCSM) and Multi-DisciplinaryTeam (MDT) 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 confidential correspondence records.
• Maintain a comprehensive community resource listing; provide information and referral resources and answer requests for social services contact information.
• Protect against the improper disclosure of Personally Identifiable Information (PII), (including electronically stored information) which is sensitive, confidential, and protected from disclosure by law or regulation.
• Review, revise, and maintain FFSC local standard operating procedures (SOPs) for grammar, punctuation, and administrative content.
• CAP Program Administrative Office Support.
• 40% 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.
• Assist the FFSC Director with forwarding Freedom of Information and Privacy Act requests IAW instructional requirements.
• 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, i.e., Family Advocacy Committee/Records, types, and distribute minutes from these meetings, and inform the supervisor of conflicts,reschedule appointments when the supervisor is unable to make commitments, and make calendaravailable 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, andobtaining phone password and voice mail access.
• 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.
• Input all statistical information into the ACCESS database and FFSC Management Information Systems(FFSMIS) as required; and modify and update databases daily.
• Supply and Purchase Support.
• 15% 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 (MPR) for review by the FFSC Director, upload purchase requests into the Registered Apprenticeship Partners Information Database System (RAPIDS) 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.
• 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.

How you will be evaluated

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skills and abilities (KSAs) related to the job requirements.

Using the qualifications of the position, a predetermined rating criterion of KSAs will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

Documents you must provide

• Resume limited to 2 pages showing relevant experience (cover letter optional).
• For more guidance about the 2-page limit on resumes, visit here: Resume Requirements.
• Proof of education/training: if applicable, provide a copy of your awarded/conferred college transcript(s), if degree hasn't been conferred provide copy of HS Diploma, GED, or equivalent If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) priority consideration: provide a copy of the notice of separation If claiming Military Spouse Preference: provide a copy of the sponsor's Permanent Change of Station (PCS) orders and a marriage certificate at the time of application If claiming Veteran's Preference: provide a copy of your DD-214, Member-4 page and any supporting documentation (SF-15, V.A. disability letter, proof of service, etc.) If a current or former Federal Employee: provide a copy of your most recent Personnel Action Report (PAR) or SF-50 cent Personnel Action Report (PAR) or SF-50

What to expect next

Using the required qualifications of the position, a standardized rating and ranking criteria of knowledge, skills, and abilities will be used to screen and assess each application. If you provided an email address, you will receive an email message acknowledging receipt of your application.

Times may vary during the hiring process, as your application status updates/changes you will be notified with a notification letter via email. Please notify us if your contact information changes after the closing date of the announcement.

Also, note that if you provide an email address that is inaccurate or if your mailbox is full or blocked (e.g., Spam Blocker, etc.), you may not receive important communication that could affect your consideration for this position

Additional information

In case of emergency situations involving military families, incumbent may be on-call twenty-four hours a day/seven days a week. Situations will be interpreted by higher authority as to determination of an emergency but, in most cases, would be a natural disaster or disasters at sea to ships and/or planes.

May be required to travel by military and/or commercial conveyance to support another installation in the region's AOR or to attend training. Salary is dependent on experience and/or education. Some positions have special requirements.

Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first pay period of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States.

Salary is dependent on experience and/or education. This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

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 Region Mid-Atlantic 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.