Front Desk Admin Support

Front Desk Admin Support

Place of Performance: Minot AFB, ND

General Description:

Front Desk Admin Support shall provide services in support of Military & Family Readiness Center (M&FRC) to include Transition Assistance Program (TAP) data entry and front desk customer service functions.

Specific Tasks:

• Assist in developing look and format of reports and in identifying and solving problems in existing methods or procedures.

• Assist in developing training aids for use by office members and providing them with hands-on-training.

• May create elementary macros to simplify and expedite assignments and provide instructions on their use to others in the office.

• Perform simple troubleshooting of system and/or software problems encountered by co-workers.

• Transmit and receive documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.

• Prepare a wide variety of recurring and nonrecurring correspondence, reports, and other documents.

• Compose nontechnical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification.

• Consolidate and finalize information from system and files for various reports in accordance with established reporting procedures.

• Gather and summarize information from files and documents for supervisor’s or other staff members use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand.

• Proofread/edit correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.

• Review and process incoming and outgoing correspondence, materials, publications, regulations, and directives.

• Screen incoming mail and electronic messages to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally.

• Use automated schedulers or calendars, establishes suspense dates, and brings to supervisor’s attention those that cannot be met by requested date or when there is a conflict.

• Review outgoing correspondence for procedural and grammatical accuracy, conformance with administrative requirements, and factual correctness.

• Advise the writer of any deviations or inadequacies.

• As requested, download publications and forms from electronic publications/forms systems and distributes using electronic mail.

• Receive telephone calls and greets visitors.

• Ascertain the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refers telephone calls and visitors to appropriate staff or office.

• Personally, answer nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of the organization.

• Provide follow-up on requests for information.

• Establish, update, and maintain office records of various types.

• Use a variety of automated systems (e.g., records management, electronic forms, electronic publications library, time, and attendance, etc.) and non-automated to perform TAP data entry and various clerical duties.

• Establish, file, maintain, purge, and dispose of office records/files in accordance with regulations and procedures.

• Maintain file plan in accordance with regulations.

• Maintain and post publications and/or technical orders and disposes of obsolete publications.

• Exercise control over reference materials, providing check out services, and recovering or requisitioning lost materials to maintain a high document availability rate.

• Update and enter data into electronic files, ACCESS or AFFIRST systems.

• Prepare and consolidate time and attendance records.

• Requisition office supplies, printing support, and related materials and services. Updates tracker or suspense files as required. May be responsible for the receipt, control, logging, safekeeping, and necessary action on classified materials.

• Serves as the primary Record Custodian for M&FRC.

• Establish, maintain, purge, and dispose of office records/files in accordance with regulations and procedures.

• Prepare a wide variety of internal/external correspondence and reports.

Qualifications:

• Shall have knowledge of Microsoft Office, Access, and Excel programs.

• Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.

• Knowledge of format, rules, procedures, and operations applicable to clerical assignments to prepare/review routine correspondence/reports, screen telephone calls and visitors, maintain files/records, review, and process mail, and perform clerical procedures to arrange a variety of material from different sources and other administrative work of organization.

• Ability to locate, assemble, and compose information for routine reports, inquiries, and nontechnical correspondence.

• Ability to communicate effectively, both orally and in writing, using tact and courtesy.

• Knowledge of and/or experience with AF terminology is preferred.