Front Desk Assistant

Job Overview
We are seeking a dedicated and professional Front Desk Assistant to join our team. The ideal candidate will be the first point of contact for Minot Air Force Base Military & Family Readiness Center (M&FRC) to include Transition Assistance Program, providing exceptional customer service and ensuring a welcoming environment. This role requires strong communication skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced setting.

Responsibilities

• All tasks shall be accomplished in accordance with applicable regulations and policies.
• Use varied functions of multiple office automation software (Microsoft Office, Access and Excel programs) to produce a wide range of documents, formats, etc. Specific assignments require a varying number and sequence of steps and use of different functions from one assignment to another.
• Assist in developing look and format of reports and in identifying and solving problems in existing methods or procedures.
• Assist in developing training aids for use by office members and providing them with hands-on-training.
• Create elementary macros to simplify and expedite assignments and provide instructions on their use to others in the office.
• Perform simple troubleshooting of system and/or software problems encountered by co-workers.
• Transmit and receive documents and messages electronically using personal computers or workstations that are networked or linked to other computers or workstations.
• Prepare a wide variety of recurring and nonrecurring correspondence, reports, and other documents.
• Compose nontechnical correspondence, such as instructions on office procedures, requests for information, and letters of acknowledgment or notification.
• Consolidate and finalize information from system and files for various reports in accordance with established reporting procedures.
• Gather and summarize information from files and documents for supervisor’s or other staff members use in responding to inquiries, recognizing which information is or is not relevant to the issue at hand.
• Proofread/edit correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.
• Review and process incoming and outgoing correspondence, materials, publications, regulations, and directives. Screens incoming mail and electronic messages to identify what needs to be brought to the attention of the supervisor, referred to appropriate staff, rerouted to other organizations/offices, or handled personally
• Use automated schedulers or calendars, establish suspense dates and bring to supervisor’s attention those that cannot be met by requested date or when there is a conflict.
• Review outgoing correspondence for procedural and grammatical accuracy, conformance with administrative requirements, and factual correctness.
• Advise the writer of any deviations or inadequacies.
• As requested, download publications and forms from electronic publications/forms systems and distributes using electronic mail.
• Receive telephone calls and greets visitors. Ascertain the nature of the calls or visits. Based upon knowledge of the organization and its programs and operations, refer telephone calls and visitors to appropriate staff or office. Personally answer nontechnical requests for information such as status of reports, suspense dates for matters requiring compliance, and similar information readily available from files or from knowledge of the organization. Provide follow-up on requests for information.
• Establish, update, and maintain office records of various types. Uses a variety of automated systems (e.g., records management, electronic forms, electronic publications library, time and attendance, etc.) and non-automated to perform TAP data entry and various clerical duties.
• Ensure the front desk area is clean, organized, and presentable at all times.

Required Skills

• knowledge of Microsoft Office, Access and Excel programs..
• Strong clerical skills with proficiency in data entry and file management.
• Excellent phone etiquette to provide outstanding customer service over the phone.
• Administrative skills that support efficient office operations.
• Familiarity with calendar management tools for scheduling purposes.
• Proficient in using office management software and phone systems to facilitate daily tasks.
• Knowledge of correct grammar, spelling, punctuation, capitalization, and format to accurately prepare and edit written correspondence and reports.
• Knowledge of format, rules, procedures, and operations applicable to clerical assignments to prepare/review routine correspondence/reports, screen telephone calls and visitors, maintain files/records, review and process mail, and perform clerical procedures to arrange a variety of material from different sources and other administrative work of organization.
• Ability to locate, assemble, and compose information for routine reports, inquiries, and nontechnical correspondence.
• Ability to communicate effectively, both orally and in writing, using tact and courtesy.
• Knowledge of and/or experience with AF terminology is preferred.

Job Type: Full-time

Expected hours: No more than 40 per week

Benefits:

• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person