Front Desk Clerk Place of Performance: Kadena AB, Okinawa, Japan General Description: Transition Assistance Program (TAP) Data Entry / Front Desk Clerk shall support the Military & Family Readiness Center (M&FRC) on Kadena Air Base, Okinawa, Japan. Conduct and maintain data entry and client services for M&FRC. Specific Tasks: • Receive telephone calls, greet visitors, ascertain the nature of the call or visit, direct client to appropriate program manager in the M&FRC, schedule clients for M&FRC appointments and classes, and provide complete and clear information that addresses most routine or procedural issues. • Schedule personnel for all M&FRC classes and workshops using the Air Force Family Integrated Results Statistical Tracking (AFFIRST) system or provide guidance using approved online registration platform utilized by the M&FRC. • Assist M&FRC staff to prepare packets and handouts for M&FRC programs. You shall keep M&FRC pamphlets updated and print and fold copies for programs. • Maintain network integrity and ensure safeguards are in place to prevent loss of materials. Permits only authorized users to access the M&FRC Customer Wi-Fi and Internet Service Provider (ISP) accounts. Assist clients to use off-network computers and copiers at front desk resource area and access authorized programs using the main menu. Document and report all computer software/hardware malfunctions or abuse to M&FRC leadership or designee such as M&FRC ITAMS/Facility/Security Manager. • Maintain the appearance of the Front Desk and assigned work area by keeping things neat and clean. Align chairs, keyboards, materials, publications, and resources daily. Report any inoperable equipment to M&FRC management. • Input and maintain accuracy of data and resources in the AFFIRST system, MS Excel spreadsheets, or other approved platforms/systems. Input and keep current information on service organizations and make appropriate referrals to both on and off-base agencies. • Ensure maintenance of accountability statistics on resources used by clients, ensure clients complete required sign-in logs or intake forms, and generate a monthly usage report as directed by M&FRC management no later than the fifth (5th) day of each month. • Provide administrative assistance for the congressionally mandated TAP at the M&FRC. Provide basic information on the TAP process to separating service members and their families. Refer customers to the TAP program manager for questions beyond the scope of the basic TAP process. • Shall be responsible for tracking TAP services of separating service members; as well as updating internal records and maintaining data in the AFFIRST system for service members and their families. • Maintain, organize, and update internal tracking documents daily to include the notation of any status updates for each service member that identifies service members within a 24-month period of separation. Save all internal tracking documents on the appropriate platforms. • Reference internal tracking documents to identify any service members who have not yet initiated the TAP process and are within a 365-day timeframe of separation. Notify TAP program manager of any findings. • Administer the timely and accurate input of congressionally mandated documentation for TAP. Responsible for the accurate collection, input, inventory, maintenance and tracking of all forms within TAP. Review standardized personnel rosters to determine enrollment status, initiate e-mail enrollment notifications, and document actions in AFFIRST. • In coordination with the TAP Core Compliance Expert, you shall review the attendance registration for workshops, create and disseminate pertinent information, and address program inquiries from program participants. Collect and accurately input data for statistical reports and workshop registration in AFFIRST. • Coordinate with TAP Manager on a weekly basis to obtain listings of eligible members for separation. Contact members via email or phone to schedule Initial Counseling appointments and provide members with instructions/documents. • Update service members’ records in AFFIRST utilizing documents collected during counseling sessions. • Put together TAP packets, monitor supplies, make copies as needed, and notify TAP program manager of any shortages for items needing purchasing. • Input Pre-Separation data into transition tracker spreadsheet(s) utilizing MS Excel, AFFIRST, and/or other approved platforms/systems. • Contact individuals to reschedule appointments or workshops in the case of absences. • Track members enrolled in TAP utilizing the tracking document identified by the TAP program manager. • Contact members enrolled in TAP who are approaching or within a minimum of a 90-day Capstone window and schedule for individual appointments with M&FRC staff members. Communicate which documents will be required and shall send electronic copies to members once the appointment is scheduled. • Provide the M&FRC Flight Chief a monthly data entry report in a format provided by M&FRC Management not later than the fifth working day of the month. • Meet weekly with the M&FRC TAP Core Compliance Expert to coordinate TAP congressional mandated programs and services. Qualifications: • Shall have at a minimum a High School Diploma or equivalent. • At least one year of data entry experience. • Must be proficient in applying and troubleshooting Microsoft Office Suite applications; to include MS Windows, MS Outlook, MS Word, MS excel, and MS PowerPoint. Must have the ability to quickly become proficient on additional software platforms to maintain integrated reports and data analysis. • Must be proficient in both written and verbal English as well as in typing. • Must possess an understanding of military protocol, structure, and chain of command, experience with Military & Family Readiness Center functions or similar services, understanding of family systems in a military setting, and the ability to work effectively with diverse groups. • Shall be familiar with standard concepts, practices, and procedures within a customer support and business environment.