Front Desk Clerk - US Air Force

The Transition Assistance Program Data Entry / Front Desk Clerk will provide administrative, customer service, front desk, data entry, scheduling, and program support services for the Military & Family Readiness Center at Kadena Air Base, Okinawa, Japan. This position supports the Transition Assistance Program and broader M&FRC services by greeting visitors, answering phone calls, scheduling appointments and classes, maintaining client records, updating program trackers, preparing program materials, and ensuring accurate data entry in approved Government systems.

The successful candidate will be professional, organized, customer-service focused, detail-oriented, and comfortable working with service members, military families, Government personnel, and M&FRC program staff. This role requires strong administrative skills, accuracy in data entry, discretion when handling sensitive information, and the ability to follow established military and Government procedures.

Key Responsibilities

Front Desk & Customer Service Support

• Receive telephone calls, greet visitors, and determine the nature of each call or visit.
• Direct clients to the appropriate M&FRC program manager or staff member.
• Schedule clients for M&FRC appointments, classes, workshops, and program services.
• Provide complete and clear information regarding routine or procedural questions.
• Maintain a professional, welcoming, and organized front desk environment.
• Assist clients with use of front desk resource area computers, copiers, and authorized programs.
• Report computer, software, hardware, equipment, or resource issues to M&FRC leadership or the appropriate facility/security point of contact.
• Keep front desk publications, pamphlets, chairs, keyboards, resources, and work area clean, neat, updated, and orderly.

Data Entry, Scheduling & Tracking

• Schedule personnel for M&FRC classes and workshops using AFFIRST or other approved registration platforms.
• Input and maintain accurate data in AFFIRST, Microsoft Excel spreadsheets, and other approved systems.
• Maintain data entry and scheduling accuracy at the required performance standard.
• Update service organization information and support appropriate referrals to on-base and off-base agencies.
• Maintain accountability statistics on resources used by clients.
• Ensure clients complete required sign-in logs, intake forms, and related documentation.
• Generate monthly usage reports as directed by M&FRC management.

Transition Assistance Program Administrative Records

• Provide administrative support for the congressionally mandated Transition Assistance Program.
• Provide basic information on the TAP process to separating service members and their families.
• Refer customers to the TAP Program Manager for questions beyond basic TAP process information.
• Track TAP services for separating service members and update internal records.
• Maintain service member and family data in AFFIRST.
• Organize, maintain, and update internal tracking documents daily.
• Track service members within a 24-month period of separation.
• Identify service members within a 365-day separation timeframe who have not initiated the TAP process and notify the TAP Program Manager.
• Collect, input, inventory, maintain, and track TAP forms and congressionally mandated documentation.
• Review standardized personnel rosters to determine enrollment status.
• Initiate email enrollment notifications and document actions in AFFIRST.
• Support TAP workshop registration, attendance tracking, and statistical reporting.

TAP Initial Counseling & Pre-Separation Support

• Coordinate weekly with the TAP Manager to obtain listings of eligible separating members.
• Contact service members by email or phone to schedule Initial Counseling appointments.
• Provide service members with required instructions and documents for TAP appointments.
• Update service members’ records in AFFIRST using documents collected during counseling sessions.
• Prepare TAP packets, monitor supplies, make copies, and notify the TAP Program Manager of supply shortages.
• Enter Pre-Separation data into transition tracker spreadsheets, AFFIRST, and other approved platforms.
• Contact individuals to reschedule missed appointments or workshops.

TAP Capstone Appointment Support

• Track members enrolled in TAP using the tracking document identified by the TAP Program Manager.
• Identify service members approaching or within the required Capstone appointment window.
• Schedule individual Capstone appointments with M&FRC staff members.
• Communicate required document needs to service members.
• Send electronic copies of appointment-related documents once appointments are scheduled.
• Reschedule Capstone appointments as needed in the case of absences.

Records Management & Reporting

• Comply with applicable Air Force records management, FOIA, Privacy Act, and records disposition requirements.
• Maintain paper and electronic records in accordance with Government standards.
• Ensure created and maintained records remain Government property.
• Return Government records and files upon completion of contract requirements.
• Provide a monthly data entry report to the M&FRC Flight Chief in the required format.
• Submit monthly reports no later than the fifth working day of each month.
• Meet weekly with the M&FRC TAP Core Compliance Expert to coordinate TAP congressionally mandated programs and services.
• Independently execute assigned tasks within the scope of the PWS.

• High school diploma or equivalent.
• Minimum of one year of data entry experience.
• Familiarity with standard concepts, practices, and procedures in a customer support and business environment.
• Proficiency with Microsoft Office Suite, including:
• Microsoft Windows
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Ability to quickly become proficient with additional software platforms used for integrated reporting and data analysis.
• Proficiency in written and verbal English.
• Typing proficiency.
• Ability to provide a certificate confirming English proficiency level, such as TOEIC, TOEFL, or ALCPT.
• Understanding of military protocol, military structure, and chain of command.
• Ability to work effectively with diverse groups.
• Ability to exercise judgment, plan work, and accomplish goals with limited day-to-day direction.