Office Automation Assistant

Quick Facts

• Role: Office Automation Assistant

• Focus: Administrative support and customer service desk duties at a Military and Family Support Center

Description

You will support administrative and managerial functions within the Military and Family Support Center, serving as the main customer service desk representative. You will answer questions, route inquiries, schedule appointments and classes, and maintain client statistics and program information databases. You will also perform office automation tasks to create, edit, proofread, route, and distribute correspondence, reports, and marketing materials, while maintaining files and records.

Responsibilities

• Customer service desk: greet visitors/callers, assess needs, provide information, refer to appropriate staff/programs, and follow up

• Reception support: assist walk-in clients with paperwork and help register personnel for classes

• Scheduling and roster management: schedule/confirm appointments and maintain class rosters and facilitator materials

• Reporting and databases: maintain databases for walk-ins/call-in statistics and program/service information

• Administrative support: prepare correspondence, reports, forms, and statistical data using office automation tools

• Quality control: proofread and edit documents for grammar, spelling, punctuation, capitalization, and policy compliance

• Document tracking: manage suspense dates, correspondence logs, routing sheets, and distribution after signature

• Research and reporting: collect/consolidate information and retrieve data to generate statistical reports

• Marketing support: organize, edit, proofread, and distribute marketing materials (flyers, brochures, class calendar)

• Mail and meeting support: pick up/deliver/distribute mail; reserve/set up meeting rooms; coordinate participants; take minutes

• Records management: establish, maintain, purge, and dispose of files and client records per regulations

• Complex office automation: edit lengthy/complicated reports; resolve software text transfer incompatibilities

Requirements

• Valid state driver’s license

• Direct Deposit/Electronic Funds Transfer

• Pass E-Verify employment verification

• Obtain and maintain a secret security clearance

• Qualified typist (40 WPM on a 5-minute writing test with three or fewer errors)

• May be required to be on 24/7 on-call status during family emergencies

• At least 1 year specialized experience in administrative practices/procedures and client communication

• Documented experience supporting social service programs for the military lifestyle

• Complete and submit the occupational questionnaire

Benefits

Comprehensive U.S. government benefits package (eligibility depends on position type).