Front Desk Administrator

Front Desk Administrator
Place of Performance: Minot AFB, ND

General Description:

Front Desk Administrator, support U.S. Air Force Military & Family Readiness Center (M&FRC) to include Transition Assistance Program (TAP) data entry and front desk customer service functions.

Specific Tasks:

• Uses varied functions of multiple office automation software to produce a wide range of documents, formats, etc. Specific assignments require a varying number and sequence of steps and use of different functions from one assignment to another. Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations. Assists in developing look and format of reports and in identifying and solving problems in existing methods or procedures. Assists 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. Performs simple troubleshooting of system and/or software problems encountered by co-workers. Transmits and receives documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.
• Prepares a wide variety of recurring and nonrecurring correspondence, reports, and other documents. Composes nontechnical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification.  Consolidates and finalizes information from system and files for various reports in accordance with established reporting procedures.  Gathers and summarizes 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.  Proofreads/edits correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.
• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens 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. Using 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.  Reviews outgoing correspondence for procedural and grammatical accuracy, conformance with administrative requirements, and factual correctness.  Advises the writer of any deviations or inadequacies.  As requested, downloads publications and forms from electronic publications/forms systems and distributes using electronic mail.
• Receives telephone calls and greets visitors. Ascertains 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 answers 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.  Provides follow-up on requests for information.
• Establishes, updates, and maintains office records of various types. Uses 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.  Establishes, files, maintains, purges, and disposes of office records/files in accordance with regulations and procedures.  Maintains file plan in accordance with regulations.  Maintains and posts publications and/or technical orders and disposes of obsolete publications.  Exercises control over reference materials, providing check out services, and recovering or requisitioning lost materials to maintain a high document availability rate.  Updates and enters data into electronic files, ACCESS or AFFIRST systems.   Prepares and consolidates time and attendance records.  Requisitions 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. Establishes, maintains, purges, and disposes of office records/files in accordance with regulations and procedures. Prepares a wide variety of internal/external correspondence and reports.
• Demonstrates appropriate public relations. Provides information to potential patrons on types and availability of M&FRC programs and services.
• Maintains M&FRC outlook appointment calendar.
• Ensures customers complete the Statement of Understanding (SOU) or other forms as required.
• Uses the Air Force Family Integrated Results and Statistical Tracking System (AFFIRST) to maintain individual customer records.

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.