Office Automation Assistant

Quick Facts

• Role: Office Automation Assistant (administrative and customer service support)

Description

Provide support for the administrative and managerial functions of a Military and Family Support Center. Serve as the Customer Service Desk Representative handling reception, inquiries, information and referral, appointment scheduling, and database maintenance. Perform office automation duties such as preparing and editing correspondence and reports, researching and compiling information, and managing files and client records.

Responsibilities

• Welcome visitors, answer phones, determine the nature of requests, and provide information or referrals to appropriate staff
• Assist clients with paperwork, confirm appointments, register participants for classes, and maintain class rosters
• Maintain databases and walk-in/call-in statistics and update program/service information resources
• Respond to inquiries via telephone, fax, email, in-person, or in writing; clarify needs and develop responses
• Prepare and route correspondence; update suspense dates and correspondence logs; distribute items after signature
• Proofread and edit materials for correct spelling, grammar, punctuation, capitalization, and compliance with Navy correspondence standards and command policy
• Research, collect, consolidate, and retrieve data to produce statistical reports
• Support organization and distribution of marketing materials and the monthly class calendar
• Pick up, deliver, and distribute mail and track requisitions/supporting documentation
• Reserve and set up meeting rooms, contact participants, ensure required materials/services, and take minutes
• Establish, maintain, purge, and dispose of files and client records according to regulations
• Perform complex office automation tasks (editing lengthy reports, organizing information, tracking project status, resolving software incompatibilities)

Requirements

• At least 1 year of specialized administrative experience (communication channels, correspondence preparation/routing, mail distribution, filing systems) and client communication skills
• Documented experience supporting social service programs specific to the military lifestyle
• Valid State driver’s license
• Ability to obtain and maintain a secret security clearance
• Typing proficiency: 40 words per minute with three or fewer errors
• Pass E-Verify employment verification
• Salary paid via Direct Deposit/Electronic Funds Transfer
• Be available for 24/7 on-call status during emergencies involving military families

Benefits

• Comprehensive U.S. government benefits package (eligibility depends on position type)
• Must comply with workplace policies including drug-free workplace requirements; additional role-specific requirements may apply