Front Desk Assistant/Admin

FRONT DESK ADMIN

MINOT AFB, ND

Fulltime Contract

Specific tasks-

1. Office Automation and Document Management Responsibilities-

• Utilizes multiple office automation software to produce various documents and formats.
• Performs tasks requiring different steps and software functions for each assignment.
• Uses word processing software to create, edit, store, retrieve, and print documents.
• Uses database or spreadsheet software to enter, revise, sort, calculate, and retrieve data.
• Uses graphics software to generate charts and graphs for reports and presentations.
• Assists in developing report formats and improving existing methods or procedures.
• Creates training aids and provides hands-on training to office members.
• Develops basic macros to streamline tasks and provides usage instructions.
• Troubleshoots simple system and software issues for co-workers.
• Manages electronic transmission and reception of documents and messages.

2. Correspondence and Document Preparation Responsibilities

· Prepares a wide range of recurring and nonrecurring correspondence, reports, and documents.

· Composes nontechnical correspondence, including office procedure instructions, requests for information, and acknowledgment or notification letters.

· Consolidates and finalizes information from systems and files for reports following established procedures.

· Gathers and summarizes information from files and documents for supervisors or staff, ensuring relevance to the issue at hand.

· Proofreads and edits correspondence and documents for grammar, spelling, capitalization, punctuation, and format accuracy.

3.Correspondence and Communication Management Responsibilities-

• Reviews and processes incoming and outgoing correspondence, materials, publications, regulations, and directives.
• Screens incoming mail and electronic messages to determine priority and appropriate action.
• Identifies items requiring the supervisor’s attention, referral to staff, rerouting to other offices, or personal handling.
• Uses automated schedulers or calendars to establish suspense dates and notifies the supervisor of conflicts or missed deadlines.
• Reviews outgoing correspondence for procedural and grammatical accuracy, administrative compliance, and factual correctness.
• Advises writers on deviations or inadequacies in correspondence.
• Downloads and distributes publications and forms from electronic systems via email as needed

4 Telephone and Visitor Management Responsibilities-

• Receives telephone calls and greets visitors, determining the nature of their inquiries.
• Refers calls and visitors to the appropriate staff or office based on knowledge of the organization and its operations.
• Personally responds to nontechnical requests for information, such as report statuses and compliance deadlines.
• Provides follow-up on requests for information to ensure timely responses

5 Records and Office Management Responsibilities-

• Establishes, updates, and maintains various types of office records.

· Uses automated and non-automated systems for data entry and clerical tasks.

· Manages records, including filing, maintaining, purging, and disposing of documents per regulations.

· Maintains the office file plan in compliance with regulatory requirements.

· Updates and posts publications and technical orders while disposing of obsolete versions.

· Controls reference materials, providing check-out services and recovering or requisitioning lost documents.

· Updates and enters data into electronic files, ACCESS, or AFFIRST systems.

· Prepares and consolidates time and attendance records.

· Requisitions office supplies, printing support, and related materials.

· Updates trackers or suspense files as needed.

· May handle receipt, control, logging, safekeeping, and necessary action on classified materials.

6 Records Custodian Responsibilities

• Serves as the primary Record Custodian for M&FRC.
• Establishes, maintains, purges, and disposes of office records and files in compliance with regulations and procedures.
• Prepares a wide range of internal and external correspondence and reports.

7. Demonstrates appropriate public relations. Provides information to potential patrons on types and availability of M&FRC programs and services

8 Maintains M&FRC outlook appointment calendar

9. Ensures customers complete the Statement of Understanding (SOU) or other forms as required.

Job Type: Contract

Pay: $14.34 - $33.00 per hour

Schedule:

• 8 hour shift

Ability to Commute:

• Minot Afb, ND 58704 (Required)

Ability to Relocate:

• Minot Afb, ND 58704: Relocate before starting work (Required)

Work Location: In person

Salary : $14 - $33