Administrative Assistant

About Us:

Totally Joined For Achieving Collaborative Techniques (TJFACT) is a minority-owned, CVE-verified Service-Disabled Veteran-Owned Small Business (SDVOSB) providing performance-driven professional services and solutions to U.S. government agencies and organizations.

About this Position:

TJFACT is seeking to hire an Administrative Assistant to support our client 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 Air Base.

Major Duties and Responsibilities:

• Perform administrative support functions in support of all M&FRC operations and programs in accordance with local procedures.
• Ensure 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.
• Assist customers by answering non-technical requests for information, assessing immediate needs, and referring individuals/families to the designated on-call Community Readiness Consultant/Specialist.
• Provide referrals to outside and/or other agencies as appropriate. Refer difficult or complex situations to the Section Chief, M&FRC or designee, and/or Community Readiness Specialist/Consultant.
• Answer incoming calls, redirect calls to the appropriate staff member, or complete return call messages as necessary; retrieve all voice mail messages periodically throughout the day.
• Monitor the front desk organization email inbox, checking, sorting, responding, and forwarding emails as necessary.
• Schedule customer appointments on staff calendars using current scheduling software and complete 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.
• Perform customer database functions accurately, inputting and tracking all customer information into the AFFIRST system for all M&FRC services. Ensure customer’s statement of understanding is current upon 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; ensure availability of essential supplies for customers.
• Process office mail, including sorting, distributing, and preparing outgoing correspondence/packages.
• Ensure sufficient supplies, materials, and/or equipment in support of M&FRC operations and programs.
• Promote Joint Base Charleston community services via the M&FRC.
  
  

Required Qualifications:

• A minimum of one (1) year of experience working in a customer service-based office environment.
• All information gained from working in this position is maintained in confidence.
• Proficient in all Microsoft Office Suite applications.
• Must become proficient in AFFIRST and Tockify resource software to effectively organize work and maintain integrated reports using Microsoft products for data analysis.
• Professional verbal and written communication skills.
• 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.
• Fluency in English (speak, write, and understand).
• Gain competency in duties within 30 calendar days.
• Dress in appropriate business attire.
  
  

Hours of Operation & Federal Holidays:

• (Onsite) Monday through Friday: 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. The Wing Commander may declare “family days” or other holidays, which are not chargeable if the schedule is not worked.
  
  

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 their entirety. Reasonable accommodations will be made in accordance with governing law.