Location: Kadena Air Base, Okinawa, Japan (On-site)

Clearance: Must be eligible for Common Access Card (CAC); U.S. Citizenship required

Job Type: Full-time

Contract Type: Government Contract (Base Year + 4 Option Years)

Position Overview

We are seeking a highly organized and customer-focused TAP Data Entry / Front Desk Clerk to support the Military & Family Readiness Center (M&FRC) at Kadena Air Base, Okinawa, Japan. This role provides critical administrative and data management support for the Transition Assistance Program (TAP), serving separating service members and their families as they transition from military to civilian life.

The ideal candidate is a detail-oriented professional with strong data entry skills, proficiency in Microsoft Office applications, and a commitment to accuracy. This position requires daily interaction with service members, military families, and M&FRC staff, making exceptional customer service and communication skills essential.

This is a non-personal services contract position. The contractor employee reports directly to the Prime Contractor for all human resources, disciplinary, and administrative matters, while receiving work direction and prioritization from M&FRC management.

Key Responsibilities

Front Desk Services

• Greet visitors, answer telephone calls, and ascertain the nature of inquiries; direct clients to appropriate program managers
• Schedule clients for M&FRC appointments and classes using the Air Force Family Integrated Results Statistical Tracking (AFFIRST) system and/or approved online registration platforms
• Maintain 90% or higher data entry and scheduling accuracy as measured by monthly Quality Assurance (QA) reviews
• Assist M&FRC staff in preparing program packets, handouts, and informational materials
• Update and maintain M&FRC pamphlets; print and fold copies for programs as needed
• Maintain front desk and assigned work area appearance, ensuring materials and equipment are organized and functional
• Report computer software/hardware malfunctions or abuse to M&FRC leadership
• Assist clients with off-network computers, copiers, and authorized program access
• Input and maintain data in AFFIRST, MS Excel spreadsheets, and other approved platforms/systems
• Track accountability statistics on client resource usage; ensure clients complete sign-in logs and intake forms
• Generate and submit monthly usage reports to M&FRC management no later than the 5th day of each month

Transition Assistance Program (TAP) Administrative Support

• Provide administrative assistance for the congressionally mandated TAP program
• Provide basic TAP process information to separating service members and their families; refer complex questions to the TAP Program Manager
• Track TAP services and maintain internal records in the AFFIRST system
• Update internal tracking documents daily, including status updates for service members within a 24-month separation window
• Identify service members approaching separation (within 365 days) who have not initiated TAP; notify the TAP Program Manager
• Administer timely and accurate input of congressionally mandated TAP documentation
• Review standardized personnel rosters to determine enrollment status; initiate email enrollment notifications
• Coordinate with the TAP Core Compliance Expert to review attendance registration and address program inquiries

TAP Initial and Pre-Separation Counseling Support

• Coordinate weekly with the TAP Manager to obtain listings of eligible members for separation
• Contact members via email or phone to schedule Initial Counseling appointments
• Provide members with required instructions and documents
• Update service member records in AFFIRST using documents collected during counseling sessions
• Assemble TAP packets; monitor supplies and notify management of shortages
• Input Pre-Separation data into transition tracker spreadsheets (MS Excel, AFFIRST, or other approved platforms)
• Contact individuals to reschedule appointments or workshops due to absences

TAP Capstone Appointments

• Track members enrolled in TAP using government-identified tracking documents
• Contact members approaching the 90-day Capstone window to schedule individual appointments with M&FRC staff
• Communicate required documentation to members; send electronic copies upon appointment scheduling
• Reschedule appointments in the case of absences

Records Management & Compliance

• Comply with AFI 33-322 (Records Management Program), DoD Regulation 5400.7 Air Force Supplement, and AFI 33-332 (Privacy Act Program)
• Ensure all created and maintained records remain the property of the Government and are returned upon contract completion
• Maintain network integrity and safeguard against loss of materials
• Permit only authorized users to access M&FRC Customer Wi-Fi and Internet Service Provider accounts

Deliverables

• Submit monthly data entry reports to the M&FRC Flight Chief by the 5th working day of each month
• Attend weekly coordination meetings with the M&FRC TAP Core Compliance Expert
• Work independently to execute tasks defined within the PWS scope

Required Qualifications

RequirementDetailsEducationHigh School Diploma or equivalentExperienceMinimum one (1) year of data entry experienceCitizenshipU.S. Citizenship requiredSecurityMust be able to obtain a Common Access Card (CAC); must pass FBI fingerprint check and NACI background investigationTechnical SkillsProficient in Microsoft Office Suite (Windows, Outlook, Word, Excel, PowerPoint); ability to quickly learn new software platformsLanguageProficient in written and verbal English; must provide certificate of English proficiency (TOEIC, TOEFL, or ALCPT)TypingProficient typing skillsKnowledgeUnderstanding of military protocol, structure, and chain of command; experience with Military & Family Readiness Center functions or similar services; understanding of family systems in a military settingInterpersonalAbility to work effectively with diverse groups; exceptional customer service and communication skillsJudgmentAbility to exercise sound judgment and plan to accomplish goals independently

Schedule & Work Conditions

• Hours: 0730 to 1630, Monday through Friday (40 hours per week)
• Lunch: Maximum 1 hour, coordinated with M&FRC personnel to ensure front desk coverage
• Location: Bldg. 200, Douglas Blvd, Kadena AB, Okinawa, Japan (or alternate M&FRC service locations)
• Federal Holidays Off: New Year's Day, Martin L. King, Jr. Day, President's Day, Memorial Day, Independence Day, Juneteenth Day, Labor Day, Columbus Day, Thanksgiving Day, Veteran's Day, Christmas Day
• Additional Closures: Installation "Readiness/Family/Goal/Down Days" (typically once monthly)
• Typhoon/Inclement Weather: Follow Wing Commander's directives; not required to work during base closures

Time Off Policies

• Planned absences and vacation must be coordinated at least 2 weeks in advance
• Approved vacations shall not exceed 14 consecutive calendar days
• No temporary substitutions are allowed
• Absences exceeding 20 days in a 90-day period without substantiated approval may lead to termination

Dress Code

Business casual professional attire required while performing contract duties. Inappropriate attire includes sweats, skirts shorter than 2 inches above the knee, exposed midriff, spaghetti straps, sheer clothing, low-cut tops, shorts, flip flops, slippers, sleepwear, bib overalls, offensive logos/slogans, halter tops, and t-shirts. Hats are not permitted except for religious or cultural head coverings.

Security Requirements

• CAC Eligibility: U.S. citizen with Social Security number; must pass FBI fingerprint check and NACI background investigation
• Computer Security: Must complete DoD Cyber Awareness Challenge training prior to network access and annually thereafter
• Contractor Badge: Must wear government-issued identification badge at all times, visible on outer clothing
• CUI Compliance: Must comply with Freedom of Information Act and Privacy Act requirements for handling Controlled Unclassified Information
• Key Control: Must safeguard government-issued keys; lost or duplicated keys may result in re-keying costs deducted from payment

Additional Requirements

• Japanese Road Laws: Must comply with Japanese Road Laws while on US military installations
• Insurance: If using a vehicle on base, must maintain Automobile Property Damage Insurance (3,000,000 minimum) and Bodily Injury Insurance (30,000,000 minimum) with Japanese Compulsory Insurance (JCI)
• Non-Personal Services: Employee reports directly to the Prime Contractor for HR, disciplinary, and administrative matters; Government provides orientation to M&FRC facilities and government-unique systems only

Equal Opportunity Employer

We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, genetics, disability, age, or veteran status.