Front Desk Clerk

UK
Posted 3 days ago

Front Desk Clerk
Place of Performance: RAF Mildenhall, UK

 

General Description:

Front Desk Clerk shall provide assistance to the Military & Family Readiness Center (M&FRC). Front Desk Clerk will perform the following duties but not limited to receiving telephone calls, greeting visitors, ascertaining the nature of the call or visit, directing clients to the appropriate program manager in the M&FRC, scheduling clients for M&FRC appointments and classes, and providing complete and clear information that addresses most routine or procedural issues.  Provide administrative assistance for the congressionally mandated Transition Assistance Program (TAP) at the M&FRC, RAF Mildenhall, UK.  Provide basic information on the TAP process to separating service members and their families. Refer customers to the TAP program manager for questions beyond the scope of the basic TAP process. Responsible for tracking the TAP services of separating service members; as well as updating internal records and maintaining data in the Air Force Family Integrated Results Statistical Tracking (AFFIRST) system for service members and their  families.

 

Specific Tasks:

  • Receive telephone calls, greet visitors, ascertain the nature of the call or visit, direct client to appropriate program manager in the M&FRC, schedule clients for M&FRC classes and provide complete and clear information that addresses most routine or procedural issues.
  • Schedule personnel for all M&FRC programs and seminars using the AFFIRST system. This information shall be maintained at a minimum of 90% accuracy at all Monthly quality assurance reviews will be conducted on all records by M&FRC Management.
  • You may be asked to assist M&FRC to prepare packets and handouts for M&FRC programs. You may be asked to keep M&FRC pamphlets updated and print and fold copies for programs.
  • Responsible for monitoring and assisting clients to use Discovery Resource area computers, copier, fax machine and equipment. You shall use integrity and ensure safeguards are in place to prevent loss of materials.
  • Maintain the appearance of the Front Desk and Discovery Resource area by keeping things neat and clean. You will align chairs, keyboards, materials,publications, and resources on a daily basis. You shall report any in operable equipment to M&FRC management.
  • Input and maintain accuracy of data and resources in the Air Force Family Integrated Results Statistical Tracking (AFFIRST) system and on MS Excel spreadsheets. Input and keep current information on service organizations and make appropriate referrals to both on and off base agencies.
  • Responsible for reference library check-out procedures and shall ensure items are tracked and returns. You shall account for library integrity and ensure safeguards are in place to prevent the loss of materials. All missing or not returned items should be reported to the M&FRC Flight Chief when discovered.
  • Maintain, organize, and update internal tracking documents, which identify service members within a 24-month period of separation. Save all internal tracking documents to the appropriate shared drive folders.
  • Update internal tracking documents on a daily basis; to include the notation of any status updates for each service member.
  • You will reference internal tracking documents; in order to identify any service members who have not yet initiated the TAP process and are within a 90-day timeframe of separation. You will notify TAP program manager of any findings.
  • Coordinate with TAP Manager, on a weekly basis, to obtain listings of eligible members for separation. Contact members via email to schedule Initial Counseling appointments.
  • Update service members’ records in AFFIRST; utilizing the documents collected during counseling sessions.
  • Put together Pre-Separation packets. Monitor supplies and make copies as needed and notify TAP program manager of any shortages for items needing purchasing.
  • Input Pre-Separation data into transition tracker spreadsheet(s) utilizing MS Excel.
  • Contact individuals to reschedule Initial or Preseparation Counseling; in the case of absentees.
  • Track members enrolled in TAP; by utilizing the tracking document identified by the TAP program manager.
  • Contact members enrolled in TAP, who are within a minimum of a 90-day Capstone window; and schedule for individual appointments with M&FRC staff members. Communicate which documents which will be required; and will send electronic copies to members once the appointment is scheduled.
  • Contact individuals to reschedule appointments; in the case of absentees.
  • Provide the M&FRC Flight Chief a monthly data entry report in a format provided by M&FRC Management not later than the fifth working day of the month.

 

 

Qualifications:

  • Shall have at a minimum, a High School Diploma or equivalent.
  • One year of data entry experience.
  • Shall be familiar with standard concepts, practices, and procedures within a customer support and business environment.
  • Must be proficient in both written and verbal English, as well as in typing.
  • Must be proficient in applying and troubleshooting Microsoft Office Suite applications; to include MS Windows, MS Outlook, MS Word, MS excel, and MS PowerPoint. Must have the ability to quickly become proficient on additional software platforms, in order to maintain integrated reports and data analysis.
  • Must possess an understanding of military protocol, structure, and chain of command; experience with Military & Family Readiness Center functions or similar services, understanding of family systems in a military setting, and the ability to work effectively with diverse groups.

 

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