Program Office Assistant (CAP)

About this role

Knowledge of the policies, regulations, procedures, and reporting requirements governing the CAP program and broad knowledge of the various elements of the FFSP to successfully provide administrative assistance to clinical counselors. Skill in engaging with and effectively communicating program expectations to individuals who may be unfamiliar with legal and procedural requirements. Skill in applying verbal and written communication methods and techniques and operating a personal computer and organizational software, and knowledge of writing mechanics (grammar, spelling, format, punctuation, etc.) to obtain information from clients and other stakeholders; write/type letters, memoranda, briefings and reports; and clearly explain complicated regulations, procedures, and concepts to people outside the agency.

Skill in applying written communication methods and techniques and using Microsoft Word, Outlook, Excel and Power Point, and knowledge of writing mechanics (grammar, spelling, format, punctuation, etc.) to write and type letters,11 memoranda and reports; produce presentation and briefing materials; revise local SOPs for grammar, punctuation, and administrative content; type evaluations and travel/training documents; update and revise information within databases; and incorporate graphics or tables within text.

Skill in organizing office and client case files and knowledge of the clerical steps in processing cases to maintain files and suspense records, and maintain, file, and retrieve information in files. General knowledge of the mission, functions and organizational structure of the FFSC to successfully provide administrative support for programs under the CAP function. Knowledge of procedures for travel and training requests to assist staff with processing travel and training requests.

Knowledge of budgeting and fiscal management to initiate purchase requests, monitor spending, and track and receive purchased materials. Knowledge of the duties, priorities, commitments, policies, and program goals of the supervisor to accurately manage the supervisor's calendar and coordinate meetings and appointments.