Program Office Assistant (CAP)

About the role

Serve as a Counseling Advocacy and Prevention (CAP) Program Office Assistant within Commander, Navy Installations Command (CNIC), Fleet and Family Readiness Department (N9), Family Readiness Division (N91). The position provides a wide range of administrative support directly to professional counselors performing clinical counseling and Family Advocacy Program (FAP) case management as part of the CAP program.

Responsibilities

• CAP Program Reception, Information and Referral Services (45%): Screen intake calls and route them appropriately; schedule routine appointments; provide general information on CAP services and community resources; contact external agencies such as hospitals, welfare services, and law enforcement; provide full administrative support for Incident Determination Committee (IDC), Clinical Case Staff Meeting (CCSM), and Multi‑Disciplinary Team (MDT) meetings, including agenda preparation, case packet compilation, notifications, minutes, and correspondence letters; maintain confidential records and a comprehensive community resource listing; protect personally identifiable information; review and revise local standard operating procedures.
• CAP Program Administrative Office Support (40%): Perform general office tasks (faxing, filing, mailing letters, copying, collating reports); assist with Freedom of Information and Privacy Act requests; maintain staff calendars, schedule appointments, coordinate conferences and meetings, distribute minutes, and manage conflicts; assist new staff with onboarding, security paperwork, IT access, badge and parking pass issuance; provide frontline customer service and manage distressed individuals; operate office automation software to produce correspondence, reports, presentations, and briefing materials; input statistical data into ACCESS database and FFSMIS and update databases daily.
• Supply and Purchase Support (15%): Assist the FFSC Director and FAP Supervisor with fiscal budget management; track supplies and materials; initiate purchase requests via DoD FedMALL or other systems; prepare Material Purchase Requests, upload to RAPIDS, monitor spending, receive and verify purchased materials, and retain receipts; assist staff with travel and training request processing and reservation of lodging for TADs; perform other duties as assigned.

Requirements

• Successful completion of the E‑Verify employment verification check and resolution of any discrepancies.
• Enrollment in Electronic/Direct Deposit within the first pay period.
• Position designated Non‑Critical Sensitive; must obtain and maintain eligibility for a Secret security clearance for the duration of employment.

Qualifications

• Knowledge of policies, regulations, procedures, and reporting requirements governing the CAP program and broad understanding of FFSC elements.
• Skill in engaging with individuals unfamiliar with legal and procedural requirements and communicating program expectations.
• Proficiency in verbal and written communication, computer operation, and office software (Microsoft Word, Outlook, Excel, PowerPoint); strong writing mechanics.
• Ability to write and type letters, memoranda, briefs, reports, and presentation materials; revise SOPs; update databases; incorporate graphics or tables.
• Skill in organizing office and client case files and maintaining suspense records.
• General knowledge of the mission, functions, and organizational structure of the FFSC.
• Knowledge of travel and training request procedures, budgeting and fiscal management, and supervisor calendar coordination.

Education

No specific education requirement.

Additional Information

• May be on‑call 24/7 for emergency situations involving military families, typically natural disasters or maritime incidents.
• Travel may be required by military or commercial conveyance to support other installations or attend training.
• Salary is dependent on experience and/or education; some positions have special requirements.
• One‑year probationary period may be required.
• For positions requiring travel more than twice per year, a Government‑issued Travel Card may be required.
• Compliance with Executive Order 12564: drug‑free federal workplace.