Administrative Assistant, ACS

Fort Hood TX 76544 Fed7 Bldg 36000 Darnall Loop

Job Description

Provide a wide variety of support services to Army Soldiers and their Family members to support their needs as they transition through career assignment/relocation, deployment, family event (e.g., birth or adoption), or family crisis. Services include pre-arrival and re-entry orientation to soldiers coming back from long-term overseas deployments to Family member abuse intervention, marriage enhancement, and parenting support. The various components of the program support couples and Families through an intensive and comprehensive combination of services throughout the Family cycle. They incorporate interventions which may include role modeling, mentoring, pregnancy and parenting education, support groups, individual and couples’ intervention, and information and referral to other military and civilian resources. These services contribute to mission readiness, support Family adaptation to military life and are designed to enhance the knowledge and skills Families need to form healthy relationships and provide safe, nurturing environments for children.
  • Provides timely and effective general program support to the program.
  • Prepares, reviews and coordinates correspondence and documentation required under this task order in accordance with AR 25-50 and Ft. Hood correspondence style guide to ensure proper format and grammatical content to respond to inquiries.
  • Prepares the Client Tracking System (CTS) information paper, educational materials, marketing materials, briefing materials, and media releases using MS Office or other standard office software applications as appropriate to meet requirements outlined in regulation and as requested by higher headquarters for staff using inputs from multiple sources within the organization.
  • Monitors the reception areas for the office, which includes: greeting all visitors, answering and directing telephone calls, screening and directing visitors and telephone calls, as appropriate. All messages shall receive response within 24 hours of receipt.
  • Compiles information in the government provided format for reporting, submit reports and post-service surveys monthly or as required to meet regulations and as required by higher headquarters. These reports include annual and weekly activity reports that identify the number of phone calls, number of walk-ins, number of client files created, number of client tracking system (CTS) entries, number of fatalities…etc. .
  • Prepares slides, print copies, record meeting minutes, and prepare minutes for the Program and Branch meetings. Minutes shall be completed and submitted to the ACOR within five business days following each meeting.
  • Responds to inquiries from various stakeholders about the disposition of pending cases in the absence of the personnel providing victim advocate services. Therefore, the contractor shall track allegations of child abuse, neglect and spouse/intimate partner abuse using a method that is timely, accurate and effective until the case is closed.
  • Prepares 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 ACOR NLT than 14 calendar days before each quarterly meeting. The data and/or the slides may also be used by other personnel, such as those providing victim advocate and administrative support.
  • Establishes and maintain office files according to AR 25-400-2, The Army Records Information Management System (ARIMS) for all office files. The files shall be maintained efficiently and accurately for high quality.
  • Serves as the Point of Contact (POC) for all class schedules. As the POC, the contractor shall schedule classes such as Command Education Program Training, briefings, and orientations, using a shared outlook calendar. The information to be included in the schedule shall include time, location and the approximate number of participants.
  • Schedules and tracks Advocacy and Prevention (A&P) Branch staff daily, weekly, monthly, annual activities and services provided to Fort Hood Command, Soldiers, Family members and community agencies
  • Assists in the preparation and organization of reports, records, educational materials and media releases.
  • Tracks office and educational supplies in order to maintain inventories at a level adequate enough to conduct the mission of the program. When office and educational supplies fall below 50% for any item on-hand, the contractor shall submit a purchase request to the managers for approval for government procurement.
  • Reviews respite care and Care-line requests, reports, correspondence and forms to ensure compliance with regulations.
  • Obtains, compiles, and summarizes program data and prepare required reports and case records, such as monthly management reports, weekly activity summaries, matrix-calendars, and extended contacts turned in.
  • Assists with the Passenger Safety Program as a certified car seat inspector.
  • Maintains program and individual case records and statistics, such as referrals via fax and telephone calls, case closures uploaded to the file, and the closure saved from a file to a compact disc.
  • Develops and maintains databases of the program clients via Excel spreadsheet.
  • Assists in programming for events, educational programming, and special projects such as overseeing and assembling safety packets, assembling Mother Baby Unit packets and class packets.
  • Provides information and referral assistance to clientele.
  • Performs other duties as assigned to meet the emerging needs of the program.

General Job Information

Title

Administrative Assistant, ACS

Grade

WDN_15-2523

Job Family

Federal Contracts Group

Country

United States of America

FLSA Status

United States of America (Non-Exempt)

Recruiting Start Date

12/3/2019

Date Requisition Created

12/3/2019

Work Experience

Administrative Support, Military

Education

GED (Required), High School (Required)

License and Certifications - Required

License and Certifications - Preferred

Other Job Requirements

Responsibilities

  • Contractor personnel supporting this requirement shall possess working knowledge of military protocol when addressing Officers, Non-Commissioned Officers (NCOs) and government personnel. Contractor personnel shall be able to effectively interface and communicate with civilian and military personnel at all levels.
  • Personnel shall have a minimum of High School Diploma or GED
  • Minimum of one year of experience working in a military Family Support Center (FSR); 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.
  • Ability to work effectively with individuals and Families from diverse racial, ethnic, and socioeconomic backgrounds.
  • Ability to conduct briefings to small and large groups of civilians, Soldiers and commanders.
  • 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.
  • Must possess and maintain a valid, unrestricted motor vehicle license.
  • Understanding of the military and DOD.
  • Must speak, read, understand, and write English fluently.
  • Be computer literate and possess proficiency in computer skills to use Microsoft Office Suite to prepare briefing slides, information papers, and enter data in required management reports and utilize information systems to prepare required reports and information.
  • Willing to travel within an estimated 50-mile radius of the assigned installation.
  • Must be able to operate general office equipment including but not limited to: computer, phones and related media and information devices on most or all workdays.
  • Ability to communicate and interact with others, both in person and/or by telephone to conduct business.
  • Working under time pressure.
  • Working rapidly for long periods to meet deadlines.
  • Must be able to travel as needed and adhere to AFSC travel policies and procedures.
  • Multiple concurrent tasks.
  • Ability to perform under stress.
  • Reading and comprehension ability.
  • Writing skills.
  • Problem solving skills.
  • Ability to maintain confidentiality.
  • Customer contact skills.

Magellan Health Services is proud to be an Equal Opportunity Employer and a Tobacco-free workplace. EOE/M/F/Vet/Disabled. Every employee must understand, comply and attest to the security responsibilities and security controls unique to their position.

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