Incumbent may perform some or all of the following duties as assigned:

25% A.  Provides support through a wide array of assignments to include general front office administrative services in direct support of all programs that fall under the FFSP Site, which may include, but is not limited to, the following tasks:

1.Interacts with other service programs to ensure receipt of referral and documents; works with the Freedom of Information Act Office (FOIA) regarding requests for records and researching information in the record(s).

2.Screens intake calls appropriately (does not conduct intake), schedules routine appointments for clients and conveys information to clients.

3.Makes routine contacts with officials of other agencies in the community.

4.Maintains the necessary documents, records, files and referral information, and similar program, work.

5.Provides information to clients about the program services, requirements, and procedures.

6.Provides referral information on community resources to clients.

7.Assists clients in the operation of copier, fax machine, and computer equipment/software available for official use, as assigned. 

8.Conducts follow-up with clients answering any questions and providing assistance, as needed.

9.Maintains referral directories, information of community resources, and similar office work pertaining to programs of the FFSP.

10.Provides program information to Information & Referral and Marketing staff for publications,

11.Reviews, revises, and maintains FFSP local standard operating procedures (SOPs) for grammar, punctuation, and administrative content.

45%

B.  Provides clerical/administrative assistance/support, as assigned, which may include, but is not limited to, the following tasks:

1.Establishes and maintains subject matter files and records that relate to the programs of the FFSP. 

2.Receives visitors and telephone calls to the office, determines the nature of requests and directs visitors and/or callers to appropriate staff, or personally provides the information desired when routine or procedural matters of the office are involved. 

3.Responds to routine and non-technical requests for information. 

4.Occasionally, makes special trips to local offices, inside or outside the building, to pick up or deliver special mail, correspondence or materials.

5.Schedules appointments and makes arrangements for time, participants, and location of meetings and assembling background material in accordance with instructions from the supervisor for a variety of meetings that include, but are not limited to the Family Advocacy Committee (FAC), Incident Determination Committee (IDC) and Sexual Assault Case Management Group (SACMG) meetings.  Records, types, and distributes minutes from these meetings.

6.Serves as a point of contact for all travel and training for the FFSP staff. 

7.Using a personal computer, types narratives and tabular material, such as memoranda, evaluations, correspondence, reports, travel/training documents, etc., from rough draft or revised typed draft. 

8.Coordinates the ordering and receiving of all FFSP supplies, materials, and equipment. Initiates preparation of requisitions for submission to the appropriate processing centers. Maintains status journals of received and outstanding materials.

9.Reports, tracks, and finalizes all building maintenance work requests. Maintains service logs on all maintenance issues within the FFSP complex.

10.Serves as a centralized point of contact for a variety of group referrals. Tracks and maintains scheduling and completion dates of group participants to compile appropriate rosters for distribution.

11.Conducts special projects and assignments as assigned by the Supervisor/Site Manager.

30%

C. The employee uses the full range of functions, including advanced processes of one or more word processing software and/or desktop publishing applications to produce a variety of documents. Uses various functions of other software types such as calendars, electronic mail, spreadsheets, or graphics. The employee plans and carries out assignments with considerable independence.

1.Uses multiple function office equipment and automated software to produce a wide-range of documents, reports, spreadsheets, briefs and tables. Typing is required.

2.Performs timekeeping functions and advises management and staff on procedures and regulations for completing and certifying time arid attendance records.

3.Maintains documents in electronic files for easy retrieval. Creates and/or maintains a database for program statistical tracking.  Makes backup copies of stored data, as appropriate.

4.Performs other management support duties as assigned.

Conditions of employment

PLEASE READ THIS VACANCY ANNOUNCEMENT IN ITS ENTIRETY TO ENSURE ALL REQUIREMENTS ARE ADDRESSED IN YOUR APPLICATION PACKAGE.

KEY REQUIREMENTS/CONDITIONS OF EMPLOYMENT

You must be a US Citizen.

Males must be registered or exempt from Selective Service. http://www.sss.gov

Selectee must be determined suitable for federal employment.

Selectee may be required to successfully complete a probationary period.

Selectee is required to participate in the direct deposit pay program.

A favorable background is a requirement of this position. Failure to obtain and maintain a favorable background may result in the withdrawal of the position offer or removal. 

Qualifications

Specialized experience must demonstrate the following:

1.Knowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP; and broad knowledge of the various elements of all other FFSP.

2.Skill in communicating with clients, management and leadership to obtain information and explain regulations and agency procedures.  This includes skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements, which may apply to a presenting problem and are angry and distressed due to the conditions that gave rise to the situation. Pses diplomacy and tact in dealing with other agency staff and when responding to calls from clients in stressful and emotional situations.

3.Knowledge of English grammar and usage, format, and procedural requirements.  Skills in writing and oral communication to write/type letters, memoranda, and reports, and clearly explain complicated regulations, procedures, and concepts to persons outside the agency.

4.Knowledge of the organization of office files and the purpose and content of documents in the files. Knowledge of the clerical steps in processing files and retrieving information in files to prepare reports and maintain suspense records.

5.Skill in operating a personal computer and software packages used by the FFSP. A fully qualified typist is required. Skill in text insertion, deletion, retrieval, manipulation, copying* printing and editing functions on word processing systems.

6.Knowledge of techniques to develop briefings for specific FFSP programs and the mission, functions and organizational structure of the FFSP, in general.

7.Knowledge of procedures for travel and training requests.

8.Knowledge of procedures for time and attendance reporting, record keeping.

9.Knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor in order to perform non-routine assignments.

10.Knowledge of procedures for use of the DOD Government Purchase Card Program, and the ability to attain appointment as a purchase card holder.

11.Knowledge of procedures involved in automated appointment system management.

You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

As part of the application process, you must complete and submit an occupational questionnaire.

Please follow all instructions carefully. Errors or omissions may affect your rating and/or appointment eligibility.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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, skill, and ability, related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of knowledge, skills, and abilities will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.