The primary purpose of this position is to provide administrative support and assistance for counselors performing clinical counseling and Family Advocacy Program case management that are part of Counseling Advocacy and Prevention (CAP) function within the FFSC. Additionally, the applicant performs a variety of other administrative/office automation duties for other related programs under the CAP function such as Victim Advocacy, New Parent Support and Sexual Behaviors in Children and Youth.
Knowledge of the policies, regulations, procedures, and reporting requirements governing the programs of the FFSP; and broad knowledge of the various elements of all other FFSP. Skill in communicating with clients, management and leadership to obtain information and explain regulations and agency procedures. This includes skill in drawing out and organizing relevant information from persons who are often unaware of legal and procedural requirements, which may apply to a presenting problem and are angry and distressed due to the conditions that gave rise to the situation. Uses diplomacy and tact in dealing with other agency staff and when responding to calls from clients in stressful and emotional situations. Knowledge of English grammar and usage, format, and procedural requirements. Skills in writing and oral communication to write/type letters, memoranda, and reports, and clearly explain complicated regulations, procedures, and concepts to persons outside the agency. Knowledge of the organization of office files and the purpose and content of documents in the files. Knowledge of the clerical steps in processing files and retrieving information in files to prepare reports and maintain suspense records. Skill in operating a personal computer and software packages used by the FFSP. A fully qualified typist is required. Skill in text insertion, deletion, retrieval, manipulation, copying, printing and editing functions on word processing systems. Knowledge of techniques to develop briefings for specific FFSC programs and the mission, functions and organizational structure of the FFSP, in general. Knowledge of procedures for travel and training requests. Knowledge of procedures for time and attendance reporting, record keeping. Knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor in order to perform non-routine assignments. Knowledge of procedures for use of the DOD Government Purchase Card Program, and the ability to attain appointment as a purchase cardholder. Knowledge of procedures involved in automated appointment system management.
Screen intake calls appropriately and ensures calls are routed to the duty intake counselor, and other calls to the CAP Supervisor and other immediate staff for immediate assistance. Schedule routine appointments for clients and convey appointment information, general information on CAP services and information on civilian/community/military resources to clients. Routinely contact officials of other agencies in the community such as hospitals, local Departments of Welfare Services, military and civilian local law enforcement agencies, etc. Provide full administrative support for the Incident Determination Committee (IDC) meeting, the Clinical Case Staff Meeting IDC/Clinical Case Staff Meeting (CCSM) and Multi-Disciplinary Team (MDT) meetings. Prepare bi-weekly IDC/CCSM/MDT agenda, compile and prepare IDC/CCSM/MDT case presentation packets, provide meeting notifications and reminders for IDC team members; coordinate with team members to ensure participation requirements are met; record and compose meeting minutes outlining case determinations, treatment recommendations, and case status updates. Prepare IDC/CCSM Notification, Determination and Closing letters. Maintain confidential correspondence records. Maintain a comprehensive community resource listing; provide information and referral resources and answer requests for social services contact information. Maintain records in the proper format. Protect against the improper disclosure of Personally Identifiable Information (PII), (including electronically stored information) which is sensitive, confidential, and protected from disclosure by law or regulation. Maintain record cabinets to ensure records are filed in accordance with (IAW) Navy instruction and local guidance; ensure that record's cabinets and client case files are kept under double lock system, and out of sight of passers-by. Annually, purge case records IAW Navy instructions and guidance; and prepare records for archiving IAW applicable instructions and guidelines, as needed. Review, revise, and maintain FFSC local standard operating procedures (SOPs) for grammar, punctuation, and administrative content.