Veteran Affairs Administrative Assistant

Job Description

This position performs administrative and customer service duties in support of department operations.

This position is part-time, working 20 hours per week.
Tentative working schedule is Monday, Tuesday, Thursday, Friday from 9:00 AM - 2PM.

Job Duties

• Answer and direct incoming telephone calls; provide general information and route calls appropriately.

• Greet and assist walk-in clients in a professional, courteous, and confidential manner.
• Schedule appointments for Veteran Service Officers and other staff.
• Assist veterans with basic forms and applications; ensure documents are complete prior to staff review.
• Prepare, assemble, and distribute outgoing mailings, informational packets, and correspondence.
• Open, sort, and distribute incoming mail; prepare certified and bulk mailings.
• Maintain and organize confidential physical and electronic files in accordance with records retention policies.
• Enter and update data in case management systems and tracking databases.
• Draft correspondence, reports, spreadsheets, and other documents using standard office software.
• Order, stock, and maintain office supplies and informational materials.
• Assist with preparation and coordination of outreach events, meetings, and public presentations.
• Maintain confidentiality of veteran records in compliance with applicable federal, state, and county regulations (including HIPAA where applicable).
• Provide general administrative support including copying, scanning, filing, and document preparation.
• Performs related duties.

Qualifications

EDUCATION/EXPERIENCE

• High School Diploma, or equivalent.

• One to two years of office experience in a support role.

• Knowledge of modern office practices and procedures.

• Knowledge of customer service principles and practices.
• Knowledge of county and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of records management and document retention procedures.
• Basic understanding of veterans’ benefits and services (or ability to learn).
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication

Supplemental Information

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table.
• The work is typically performed in an office.