Front Desk/ Data Entry Clerk

Job Description

Job Description

The Front Desk Data Entry Clerk will be responsible for the following:

• - Open the M&FRC (Military and Family Readiness Center) Front Desk and DRC, to include the following:
• -Turn on lights, fans, and equipment; log computers onto main menus; stock printers with paper; and ensure the daily sign-in log is current.
• - Inventory computer equipment at the beginning of each shift. Report loss or damage to the Equipment Custodian within 30 minutes.
• - Ensure adequate housekeeping is accomplished each day to maintain a neat, clean, and professional environment at all times (i.e., dusting, straightening papers, cleaning surfaces/floors, stocking materials, etc.)
• - Provide services to authorized M&FRC clients, including the following:
• - Meet and greet customers upon entry to M&FRC, ensuring all customers are logged in to AFFIRST and/or have signed in for computers in the Discovery Center.
• - Will assist with the administration of Personnel Readiness Inventory (PRI) or future A&FRC assessment tool, along with Statement of Understanding, to all customers arriving in the Discovery Center waiting for appointments with Community Readiness Consultant or Technicians (CRC/CRT).
• Will provide Information and Referral (I&R) assistance to phone and walk-in customers, and other phone customers in the absence of the Community Readiness Assistant when needed, directing customers to the appropriate M&FRC staff member as necessary.
• - Provide knowledgeable information regarding referral agencies to include, but not limited to, those listed in the DRC, www.MilitaryHomefront.dod.mil, and www.MilitaryOneSource.com.
• - Check-in/out resource materials. Verify authorized patrons through use of military/family member/civilian ID cards before issuing resource materials. Make telephone calls to recover materials not returned within the established time frame.
• - Assist clients with minor technical questions concerning the use of computer programs and formatting of materials to be printed, such as but not limited to resumes and OF-612, Job Application Form. More in-depth requirements will be referred to the M&FRC POC.
• - Administer timely and accurate input of congressionally mandated documentation for the Transition Assistance Program. Contractor is responsible for the accurate collection, input, inventory, maintenance, and tracking of all forms within the Transition Assistance Program (e-form DD Form 2648; workshop rosters in appointment Plus and Tockify and AFFIRST; inventory of all TAP workshop materials, handouts, and guides).
• - In coordination with the TAP Core Compliance Expert, the contractor reviews the attendance registration for TAP workshops, creates and disseminates pertinent information and inquiries to program participants for the collection and entry of data for statistical reports and TAP workshop registration. Inputs customer information to the Air Force Family Integrated Reporting and Statistical Tracking (AFFIRST) system and DMDC.OSD.MIL (DoDTAP).
• - Assist members with signing up for TAP workshops as a walk-in, e-mail or telephone assist.
• - The Contractor shall comply with AFI 33-322, Records Management Program, paragraphs 7 and 10; DoD Regulation 5400.7 Air Force Supplement, Freedom of Information Act; and AFI 33-332, Privacy Act Program. Disposition of records shall be by Air Force Records Information Management System (AFRIMS) schedule. The Military and Family Readiness Center Point of Contact (POC) will review all records, paper and electronic, to ensure requirements of the Records Management Program, Freedom of Information Act Program, and Privacy Act Program are met. All records and files created and maintained shall remain the property of the Government and shall be returned to the Government upon completion or termination, and under the conditions of this contract.
• - Perform general maintenance and backup tasks for all non-network computers in the DRC.
• - Answer M&FRC phone line within three (3) rings whenever possible, assisting callers with M&FRC services and class information and registration if requested, and directing calls to the appropriate staff member. Make appropriate CRC/CRS appointment bookings on the customer’s behalf.
• - Perform troubleshooting on computers, printers, TVs, and DVD players, to include keeping printers loaded with paper, clearing paper jams, changing toner cartridges, ensuring cables are connected, assisting with using remote controls, and ensuring customers know how to use equipment.
• - Post new job listings as received and purge outdated listings every week within the Discovery Center.
• - Assist customers with the M&FRC computer bank (e.g., showing location of websites, helping them to log on, assisting them in loading paper into the printer, etc.).
• - Coordinate with M&FRC personnel when necessary to ensure customers receive correct information and/or are referred to appropriate resources and assistance
• - Maintain Discovery Center notebooks and literature, ensuring Core Compliance M&FRC staff are notified when materials need to be replenished.
• - Ensure the Discovery Center is neat and organized. This includes updating resource racks and shelves as new materials become available, discarding outdated material, and ensuring materials are in the correct locations. Straightening materials, removing trash, wiping furniture down as necessary, removing, or relocating to the appropriate location, non-M&FRC marketing materials.
• - Ensure printer/copier is always supplied with paper and toner, notifying M&FRC Chief or NCOIC when more supplies are required.
• - Provide orientations of the Discovery Center for walk-in customers and workshop participants. Update and provide handouts as appropriate.
• - Ensure all customers sign in to the M&FRC to document usage of the Discovery Center and M&FRC programs.
• - Ensure all customers visiting the M&FRC for something other than the Discovery Center complete and sign the Statement of Understanding forms. Until the process is automated, we will scan all signed consent forms into AFFIRST.
• - Conduct weekly checks of client computer usage, ensuring that computers are being used for job search functions, relocation issues, deployment contacts, and not for unauthorized Internet sites. Ensure computer workstations are clean, neat, and orderly. Wipe down computer workstations and computers on a daily basis. Ensure Anti-Virus scans are performed daily. Enforce computer usage rules.
• - Input and track Discovery Center visits in the AFFIRST data tracking system as needed throughout the day.
• - Inventory Discovery Center items upon initial assumption of duties and continue to track inventory of items, notifying, NCOIC or Chief of M&FRC when items are damaged, lost, stolen, and in need of replacement.
• - Ensure all items checked out from the Discovery Center are recorded in AFFIRST, and that customers have completed lending agreements for items on file and in their possession.
• - Prepare and send appropriate reminder memos to customers regarding the return of checked-out items and materials.
• - Issue vouchers or coupons to qualified customers for special programs such as Car Care or other similar types of special promotional or morale-related programs.
• - Assist customers with faxing approved documents.
• - The Contractor shall clear user CAC/PKI certificates from Internet Explorer at least weekly.
• - The Contractor shall clear the temporary Internet files folder weekly.
• - Close the DRC, to include the following:
• - Police each area daily for general cleanliness.
• - Clear tables/workstations.
• - Empty recycling boxes and remove trash. Turn off equipment, fans, and lights.
• - Inventory computer equipment at the end of each shift. Report loss or damage to the Equipment Custodian within 30 minutes.
• - Secure windows and doors of the room/building.
• - Opening and closing procedures shall be the same as those of the M&FRC and DRC (5.3 and 5.7).
• - Verify authorized patrons through the use of military/family member/civilian ID card before issuing items.
• - Document accountability statistics and resource use, to include the following:
• - Maintain sign-in logs for the M&FRC, DRC computer room. Ensure each client signs the log upon arrival. File current logs as well as those from the previous fiscal year in the DRC.
• - Maintain accountability statistics on client-used resources. Develop charts, logs, and statistical summaries as directed by M&FRC management.
• - Document client contact statistics and resource use in Air Force Family Integrated Results Statistical Tracking (AFFIRST) daily.
• - Complete reports and accounting on programs, give briefings/status updates when needed, ensure programs meet AMC guidelines, establish/recommend changes, and manage personnel/data associated with programs.
• - Perform administrative duties to include printing, copying/collating, folding, stapling, and envelope stuffing/addressing/mailing.
• - Be responsible for general housekeeping. Areas shall have a neat, clean, and professional appearance at all times.
• - Work closely with M&FRC leadership to address concerns with the DRC.
• - Invoice monthly for services rendered. Time off not covered by a replacement will not be compensated for, and will be subtracted from the invoice for that month. Contractor cannot bill for days when service is not required when M&FRC is closed, as outlined in para 2.0. The contract will be billed in hourly units, with a minimum increment of at least quarterly hours.

Company DescriptionContracting and Consulting agency.

Company Description

Contracting and Consulting agency.