The primary purpose of this position is to provide a wide range of administrative and program support and assistance that is in direct support of the FFSC Site Director. Additionally, the incumbent performs a variety of other administrative/office automation dueties in support of the program.
Knowledge of the policies, regulations, procedures and reporting requirements governing the programs of the FFSP; and broad knowledge of various elements of all other FFSP. Skill in communicating with clients, management, and leadership to obtain information and explain regulations and agency procedures. Knowledge of English grammar and usage, format, and procedural requirements. Skill 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. Skill in operating a personal computer and software packages used by the FFSP. Knowledge of procedures for travel and training requests. Knowledge of procedures for time and attendance reporting, record keeping.
General Office Administrative Support (50%) Interacts with other service programs to ensure receipt of referral and documents. Works with the FOIA regarding requests for records and researching information in the record(s). Makes routine contacts with officials of other agencies in the community. Maintains the necessary documents, records, files and referral information and similar program work. Provides information to clients about the program services, requirements, and procedures. Provides referral information on community resources to clients. Assists clients in the use of office equipment and take responsibility to handle maintenance of equipment. Conducts follow-up with clients answering any questions and aiding, as needed. 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. Screens intake calls appropriately (does not conduct intake) schedules routine appointments for clients and conveys information to clients. Uses diplomacy and tact in dealing with internal and external leadership, staff and all other individuals. Receives/manages requests for appointments with the supervisor/program site manager, as needed. Checks on availability and confirms appointments. Reschedules appointments upon requests of the supervisor/program site manager or staff member. Maintains referral directories, information on community resources, and similar office work pertaining to programs of the FFSP. Office Management (50%) Reviews, revises and maintains FFSP lead standard operating procedures (SOP's) for grammar, punctuation, and administrative content. Establishes and maintains subject matter files and records that relate to the programs of the FFSP. Sets up logs and maintains logs showing the status of actions and correspondence, both internally and externally to the program. Ensures files include all required documents that are properly signed. Carries out confidentiality/PH guidelines and other essential procedures regarding personnel/client files/information. Composes non-technical correspondence and ensures proper formatting. Locates and/or assembles information for reports, briefs, etc. Responds to routine and non-technical requests for information. Serves as a point of contact for all travel and training for FFSP staff. Prepares and tracks travel/training documents for the department and processes accounting data for TAD orders. Serves as TWMS training coordinator and inputs training certificates completed by FFSP staff. 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. 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. Reconciles monthly purchase card accounts. Maintains records to ensure compliance with purchase card guidelines. Establishes and maintains files to control receipt follow up actions, stock records changes, requisition files etc. Reports, tracks and finalizes all building maintenance work requests. Maintains service logs on all maintenance issues within the FFSP complex. Maintains documents in electronic files for easy retrieval. Creates and/or maintains a database for program statistical tracking. Makes back-up copies of stored data, as appropriate. Performs other management support duties as assigned.