What are the responsibilities and job description for the Administrative Assistant position at Totally Joined For Achieving Collaborative Techniques, LLC?
About Us:
Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority owned, CVE-verified Service Disabled Veteran Owned Small Business (SDVOSB) certified performance driven professional services government contracting company that provides a broad spectrum of services and solutions to the U.S government agencies and organizations.
About this Position:
TJFACT is seeking to hire an Administrative Assistant to join our Team 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 the Weapons Station (WS) located at 1005 Jefferson Avenue, Bldg. 755 Goose Creek, SC 29445.
Hours of Operation & Federal Holidays:
Monday through Friday, except US holidays from 0730-1630 hours (1-hour lunch from 1100-1200 or 1200-1300).
Federal Holidays: When the holiday falls on a Saturday, the preceding Friday will be the federal holiday. When the holiday falls on a Sunday, the following Monday will be the federal holiday. Asterisk (*) indicates the day of the week change each year. The Wing Commander may declare “family days” or other days for base personnel to take a holiday, but are not chargeable to if the schedule is not worked.
Major Duties and Responsibilities
- Perform administrative support functions in support of all M&FRC operations and programs in accordance with local procedures.
- Ensures 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.
- Assists customers by answering non-technical requests for information, assesses customer’s immediate needs and refers individuals/families to the designated on–call Community Readiness
- Consultant/Specialist. Provide referrals to outside and/or other agencies as appropriate. Refers difficult or complex situations to Section Chief, M&FRC or designee and/or Committee Readiness Specialist/Consultant.
- Answer incoming calls and redirects calls to appropriate staff member or completes return call messages as necessary; retrieves all voice mail messages periodically throughout the day.
- Monitor the front desk organization email inbox. Check, sort, respond, and forward emails as necessary.
- Schedules customer appointments on staff calendars utilizing current scheduling software and completes 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.
- Performs customer database functions accurately inputs and tracks all customer information into the AFFIRST system for all M&FRC services. Ensures customer’s statement of understanding is current upon on 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; ensures availability of essential supplies for customers.
- Responsible for processing office mail to include: sorting, distributing and preparing outgoing correspondence/packages.
- Ensure sufficient supplies, materials, and/or equipment in support of M&FRC operations and programs.
- Promotes Joint Base Charleston community services via the M&FRC.
Required Qualifications:
- All information gained from working in this position is maintained in confidence.
- Proficient in all Microsoft Office Suite applications.
- Must become proficient on AFFIRST and Tockify resource software in order to effectively organize work and maintain integrated reports utilizing Microsoft products for data analysis.
- Professional verbal and written communication skills.
- A minimum of one-year experience working in a customer service based office environment.
- 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.
- Speak, write and understand the English language fluently.
- Gain competency of duties within 30 calendar days.
- Dress in appropriate business attire.
BENEFITS:
- Medical, Vision and Dental Insurance
- 401-K plus match
- Paid Vacation days
- Paid holidays
- Short Term and Long Term Disability
- Voluntary Term Life
TJFACT is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran. We reserve the right to modify or revise the job descriptions in part or in its entirety. Reasonable accommodations will be made in accordance with governing law.
