Administrative Assistant (Temp)

Totally Joined For Achieving Collaborative Techniques•Charleston, SC

1d•Onsite

About The Position

TJFACT is seeking to hire an Administrative Assistant to provide temporary support our client in Charleston, SC This position will provide administrative support functions for the operations and programs of the Military and Family Readiness Center (M&FRC) at Air Base.

Requirements

A minimum of one (1) year of experience working in a customer service-based office environment.
All information gained from working in this position is maintained in confidence.
Proficient in all Microsoft Office Suite applications.
Must become proficient in AFFIRST and Tockify resource software to effectively organize work and maintain integrated reports using Microsoft products for data analysis.
Professional verbal and written communication skills.
Basic understanding of military protocol, support group organizations, understanding of family systems in a military setting, ability to communicate, and work effectively with diverse groups.
Fluency in English (speak, write, and understand).
Gain competency in duties within 30 calendar days.
Dress in appropriate business attire.

Responsibilities

Perform administrative support functions in support of all M&FRC operations and programs in accordance with local procedures.
Ensure continuous coverage of the front desk throughout the day.
Provide courteous and professional customer service to all customers entering the M&FRC with the utmost discretion.
Assist customers by answering non-technical requests for information, assessing immediate needs, and referring individuals/families to the designated on-call Community Readiness Consultant/Specialist.
Provide referrals to outside and/or other agencies as appropriate.
Refer difficult or complex situations to the Section Chief, M&FRC or designee, and/or Community Readiness Specialist/Consultant.
Answer incoming calls, redirect calls to the appropriate staff member, or complete return call messages as necessary; retrieve all voice mail messages periodically throughout the day.
Monitor the front desk organization email inbox, checking, sorting, responding, and forwarding emails as necessary.
Schedule customer appointments on staff calendars using current scheduling software and complete customer requested program registrations for workshops/events utilizing Air Force Family Integrated Reporting and Statistical Tracking (AFFIRST) and/or Tockify software.
Manage daily staff scheduling to ensure customers are notified of unscheduled staff absences as soon as possible and reschedule all customer requested appointments in a timely manner.
Confirm customer attendance via email or phone prior to scheduled events.
Perform customer database functions accurately, inputting and tracking all customer information into the AFFIRST system for all M&FRC services.
Ensure customer’s statement of understanding is current upon each visit.
Utilize various computer software programs to prepare correspondence, reports, forms, briefings, and/or statistical data.
Compile data, statistics, and reports in support of program operations and effectiveness in accordance with AFI 36-3009 and locally established procedures.
Maintain a professional, clean, and presentable workspace; ensure availability of essential supplies for customers.
Process office mail, including sorting, distributing, and preparing outgoing correspondence/packages.
Ensure sufficient supplies, materials, and/or equipment in support of M&FRC operations and programs.
Promote Joint Base Charleston community services via the M&FRC.