Administrative Assistant (Army Community Service/Family Advocacy Program)

Position Objective:Provide administrative support for the Army Community Service (ACS) and Family Advocacy Program (FAP).

Duties and Responsibilities:

• FAP Administrative Support. The Contractor shall provide a variety of administrative support for the Family Advocacy Prevention Training Program Family Advocacy Victim Advocate Program (FAVAP) office and the New Parent Support Program (NPSP) office. Specific and incidental administrative tasks not described within this PWS will be identified during ACS planning meetings. The Contractor shall report incidental tasks and due dates of related deliverables in the TOSR.
• The Contractor shall monitor the reception areas for the FAP Training office the NPSP office and the FAVAP office which includes the following responsibilities: greeting all visitors answering and directing telephone calls and screening and directing visitors. The Contractor shall provide information and referral assistance to clientele as requested.
• The Contractor shall register clients for classes support groups or other programs as requested.
• The Contractor shall coordinate childcare with CYSS for parents who pre-register for FAP educational programs that offer childcare services.
• The Contractor shall draft respite care request memorandums for submission to the FAP Managers and ACS Directors approval. The Contractor shall submit respite care request memorandums to the FAP Manager within one workday of receipt of request for respite care.
• The Contractor shall draft submit and track FAP work orders for maintenance work that needs to be performed.
• The Contractor shall maintain the FAP Training Resource Room the FAP NPSP Resource Room and the FAP Victim Advocacy Resource Room and conduct inventory of resources.
• The Contractor shall prepare slides print copies record meeting minutes and prepare meeting minutes for FAP Training NPSP and Victim Advocacy organizational meetings. Minutes shall be submitted to the FAP Manager and COR-RA within three workdays following each meeting. The Contractor shall report meeting dates and the date minutes were submitted to the COR-RA in the TOSR
• The Contractor shall establish and maintain office files according to ARThe Army Records Information Management System (ARIMS) for all office files. The files shall be organized accurately and efficiently to improve business workflow and provide easy retrieval.
• The Contractor shall write two (2) articles for National Child Abuse Prevention Month in April two (2) articles for Domestic Violence Prevention Month in October and one (1) article per month for the remaining months. The Contractor shall submit articles to the FAP Manager and the COR-RA for review and feedback. The Contractor shall submit final revised articles to the FAP Manager and the COR-RA within two workdays of receipt of feedback. Article topics and due dates shall be established and approved by the FAP Manager and the COR-RA during ACS planning meetings. The Contractor shall document the article topics due dates for submission and actual submission dates in the TOSR.
• Twice a year March and September the Contractor shall conduct a needs assessment analyze results and provide a recommendation report to the Government. The recommendation report shall at a minimum include the data source or population surveyed recommendations (class playgroup support group event) and available training for Contractor personnel who would be planning the recommended program to include training location duration and cost estimate.
• Twice a year March and September the Contractor shall conduct a needs assessment analyze results and provide a recommendation report to the Government. The recommendation report shall at a minimum include the data source or population surveyed recommendations (class playgroup support group event) and available training for Contractor personnel who would be planning the recommended program to include training location duration and cost estimate.
• The Contractor shall review and provide input for the FAP marketing plan as needed.
• The Contractor shall develop a training plan in which the PM coordinates with the Contractors of what needs to be accomplished. This plan will be updated monthly and reported in the TOSR.
• The Contractor shall prepare review and coordinate correspondence and documentation required under this TO IAW AR 25-50 to ensure proper format and grammatical content to respond to inquiries. Depending on the type of document the Contractor may be required to submit the required documentation to the COR-RA ACS Director Garrison Commander or Brigade Commander for feedback. The Contractor shall coordinate with various members of the FAP and NPSP offices throughout the development of these documents. The Contractor shall submit final versions within one business day after receipt of Government feedback.
• The Contractor shall prepare the CTS information paper specifically for FAP Training NPSP and Victim Advocacy program areas which is a workload report in a narrative form NLT the 7th day of each month.
• The Contractor shall submit reports and post-service surveys monthly or as required to meet regulations and as required by higher headquarters. The reports shall include annual and weekly activity reports that identify the number of phone calls number of walk-ins number of client files created number of CTS entries number of fatalities and any other details requested. Specific details and due dates shall be established during FAP planning meetings.
• The Contractor shall prepare FAP Training NPSP and Victim Advocacy briefing slides on unit-specific statistical information on the topic of Family violence for the Garrison Commander every quarter. The Contractor shall submit the briefing slides to the FAP Manager and COR-RA NLT than 21 calendar days before each quarterly meeting.
• The Contractor shall inventory office and educational supplies fill out internal purchase request and submit the purchase request to FAP Manager for Government procurement.
• The Contractor shall obtain compile and summarize program data and prepare required reports and case records such as monthly management reports weekly activity summaries matrix-calendars extended contacts turned in and daily accountability reports.
• The Contractor shall create training schedules and materials to support training activities and events.

Basic Qualifications:

• Must have an associates degree
• Skilled familiar with preparing Army correspondence IAW AR 25-50. (SCA Secretary III)
• Minimum of one year of experience working in a Military Family Support Center (FSC); or Civilian social service agency serving Military Families.
• Working knowledge of Family violence dynamics safety planning risk assessments local community resources and federal and state laws pertaining to domestic abuse Family law and the Victim Rights Bill.
• Working knowledge of Military protocol when addressing Officers Non-Commissioned Officers (NCOs) and Government personnel.
• Ability to effectively interface and communicate with Civilian and Military personnel at all levels.
• Ability to demonstrate an understanding sensitivity and empathy for victims.
• Ability to develop trusting helping relationships.
• Ability to work effectively with individuals and Families from diverse racial ethnic and socioeconomic backgrounds.
• Ability to intervene in crisis situations using sound professional judgment ethical practice and common sense; ability to work independently to assess risk develop implement and evaluate safety and intervention plans to meet victims needs; and the ability to operate within established guidelines of the ACS Programs to include FAP Relocation Readiness Program (RELO) / Information & Referral (I&R) Employment Readiness Program (ERP) Mobilization and Deployment (MOB/DEP) Financial Readiness Program (FRP) / Army Emergency Relief (AER) and Army Family Team Building (AFTB).
• Ability to conduct briefings with small and large groups of Civilians Soldiers and commanders.
• Ability to work cooperatively with Military and Civilian medical social service law enforcement and legal personnel on behalf of victims.
• Ability to maintain a valid unrestricted motor vehicle license.
• Ability to perform all contractual duties which may include transporting lifting and setting up displays; and standing and walking during activities that involve domestic abuse prevention and response.
• Computer literacy to include the basic computer skills necessary to enable them to prepare briefing slides and program documentation enter data in required management reports and utilize information systems to prepare required reports and information.

Minimum Qualifications:

• Ability to communicate effectively orally and in writing with non-technical and technical staff
• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects have a
• know how to perform administrative tasks such as filing
• Obtain and maintain Tier 1 background check

*This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required by this position.

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job email us at. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

Qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.