Family Advocacy Program Assistant

Duties

The primary purpose of this position is to provide comprehensive administrative support for the Family Advocacy Program. This includes providing administrative support to assist with the overall case management of domestic abuse and child abuse/neglect allegations at the installation.

Incident Determination Committee Meeting Duties and Responsibilities:

• Assists Family Advocacy Representative (FAR) and/or Clinical Supervisor with coordinating Incident Determination Committee (IDC) meetings; develops meeting agenda based on monthly cases presented and ensures correct and accurate client information presented to the IDC.
• Notifies law enforcement, medical, legal and command IDC members of meeting location, times, and agenda.
• Prepares notification letters to clients and commands, the minutes tracking form, and the IDC determination letters in accordance with applicable guidelines and requirements.
• Operates decision tree algorithm to assist with adherence to the DoD maltreatment criteria.
• Tracks required training certificates and appointment letters for primary and alternative members of the IDC.
• Prepares and sends notifications of annual training requirements for IDC members, Commanders, and others as required by policy.
• Assists FAP Case Manager with uploading required IDC documents to the client record in accordance with applicable policies and certification standards. Ensures accuracy in non-native documents uploaded into record system to protect client privacy.
• Develops and maintains contact list for command and collateral IDC members to assist FAP case managers with timely notification to required personnel related to allegations of domestic abuse or child abuse/neglect.

Clinical Case Staff Meeting Duties and Responsibilities:

• Assists FAR and/or FAP Case Manager with the administrative components of the Clinical Case Staff Meeting (CCSM); prepares agenda, minutes and subsequent letters to command and clients associated with FAP recommendations. General Duties and Responsibilities:
• Provides administrative support to the Family Advocacy Program (FAP), to include meeting preparation and administrative notification and documentation requirements.
• Conducts standardized record keeping and performs quality assurance in accordance with established accreditation standards for specific administrative requirements.
• Performs data entry for various program services database.
• Records comprehensive meeting minutes.
• Schedules the Family Advocacy Committee (FAC) quarterly meetings and sends notification to FAC members, prepares agenda and meeting space, at the direction of FAR or Clinical Supervisor.
• Reserves meeting space for FAP program responsibilities to include IDC, CCSM, FAC, and treatment group or class space.
• Assists with maintaining and organizing records of FAP trainings, Counseling Desk Guidance, and FFSP Certification Standards, in accordance with Regional and local Standard Operating Procedures (SOPs).
• Prepares resource binders, maintaining logs, minutes, appointment letters, and agendas as required, per Navy Certification Standards.
• Revamps forms, updates templates as appropriate/requested, and assists with creating tracking systems for data purposes for the FAP. As authorized, assists FAR with preparing monthly reports for quality assurance reviews and in response to regional and headquarters level taskers.
• Supports site outreach activities by maintaining resources and may accompany other FAP staff on outreach activities as appropriate. Supports FAP staff with awareness month activities, as directed.
• Maintains running log of office supplies and resources needed to support the FAP, in coordination with the FAR.
• Alerts the higher-level supervisor, or proper point of contact for help when problems arise. Adheres to safety regulations and standards.

Requirements

Conditions of employment

• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment to include passing all applicable records and background check.
• Must have your salary sent to a financial institution of your choice by Direct Deposit/Electronic Funds Transfer
• Must be able to obtain and maintain a Tier 3 security clearance.
• Hours of duty may vary depending on mission needs and may require some evenings and weekends.

Qualifications

• At least two years' experience providing effective customer service in a social service setting, to include demonstrated experience in handling a high volume of requests.
• Knowledge of the operations, regulations, and guidelines of the FAP sufficient to perform the duties of the position.
• Knowledge of military organization, missions, life-styles, and situations, which can contribute to family stress, problems, and crisis-situations.
• Knowledge of state and federal laws and procedures, which govern the reporting of domestic violence, suspected child abuse/neglect and child sexual abuse.
• Knowledge of and skill in English grammar and usage.
• Knowledge of the Navy and DOD information systems used to document and account for non-medical counseling requirements and services provided.
• Knowledge of and skill in the use of web-based applications to facilitate completion of work assignments.
• Skill in the use a personal computer and a variety of software programs to facilitate work assignments.
• Skill in preparing reports, letters, and memoranda detailing findings and recommendations from the FAP.
• Skill in oral and written communication in order to prepare administrative forms and letters related to the FAP/IDC/CCSM and information to Commanders.
• Skill in the use of Microsoft Office Programs (e.g. Word, Excel, Point, Outlook).
• Ability to enter data accurately.
• Ability to perform concurrent tasks, set priorities, coordinate completion within required deadlines and formulate plans of action and milestones for task accomplishments.
• Ability to adapt to changing work conditions, frequent interruptions, and pressures of short deadlines.

Education

Administrative experience required, education in the social sciences is desirable.

Additional information

Salary is dependent on experience and/or education.

Some positions have special requirements. Selectee may be required to complete a one (1) year probationary period. Participation in Direct Deposit/Electronic Fund Transfer within the first 30 days of employment is required. We utilize E-Verify to confirm selectee's eligibility to work in the United States. Salary is dependent on experience and/or education.

This announcement may be used to fill additional vacancies within 60 days of issuance of selection certificate. For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.

Executive Order 12564 requires a Federal workplace free of illegal drugs. According to the Executive Order, all Federal employees are required to remain drug free throughout their employment. Commander, Navy Region Mid-Atlantic Command is a Drug-Free Federal Workplace. The use of illegal drugs will not be tolerated, and use of or intoxication by illegal drugs will result in penalties up to and including removal from Federal Service.