Administrative Professional II (Veterans Services)

The Administrative Professional II, under general supervision, performs functions such as administrative support; creating and maintaining accurate files, records, reports, and documents for use by the department and/or the public. The positions may be required to handle cash or perform a broader spectrum of bookkeeping/budget related activities. Provides customer service activities that includes responding to inquiries requiring technical knowledge about the department or county processes, policies and procedures.  Many instances require tact and independent actions particularly when encountering sensitive or confidential matters.

As part of the recruitment process for this position, an online skills assessment is required to test the abilities needed to fulfill the essential functions of this job.  After completing the application, please copy and paste the following link to complete the assessment: 
https://www.ondemandassessment.com/o/JB-50MCZ7S7F/landing?u=86102

Provides administrative support for the assigned department(s); processes and prepares a variety of reports, correspondence, presentations, and other documentation associated with department operations within designated timeframes and per established procedures.

Collects, opens, and distributes department mail; maintains department calendars and schedules meeting or other activities.

Acts as a liaison with other departments and conveys pertinent information among department staff.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary; provides information/assistance regarding department services, activities, and procedures; distributes forms forms/documentation as requested; and responds to routine questions or complaints and initiates problem resolution.

Coordinates arrangements for meetings and workshops; notifies meeting participants of date/times; and secures meeting space.

Processes invoices for payment in accordance with established procedures; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns appropriate budget code; forwards invoices and associated documentation to Finance for processing.

May assist in preparing/monitoring department budget; monitors status of expenditures in relation to available funds in budget accounts; works with the Budget office to prepare budget transfer forms. Performs monthly cash handling, p-card reconciliation and processing, and bookkeeping functions.

Maintains confidentiality of departmental issues and documentation.

Maintains file systems of various files/records for the department; prepares and sets up files; sorts/organizes documents to be files; files documents in designated order; retrieves and replaces files; purges, shreds, or destroys confidential or obsolete documents and files in compliance with records retention policies and procedures.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions verifying the accuracy of entered data.

Composes, prepares, or completes various forms, reports, correspondence, spreadsheets, presentations, or other documents.

Performs other related duties as assigned.

POSITIONS-SPECIFIC FUNCTIONS:

Human Services – Veterans Services

Answers five-line telephone, transfers calls and documents all interactions with veterans.   Greets customers and screens walk-ins for services.  Manages lobby’s digital sign system in collaboration with Communications liaison. Maintains order and cleanliness in waiting room.  Performs opening and closing procedures in office.

Delivers exceptional customer service and demonstrates strong interpersonal skills by effectively and professionally engaging with elected officials, state and county management, veterans, dependents, and diverse customer groups.

Demonstrates outstanding organizational and multitasking abilities. Performs a variety of duties, often changing from one task to another with frequent interruptions and/or distractions.

Provides clients with appointment confirmations, documentation needed for claims, brochures, etc. as needed, either in person or via email or mail; creates new client sheets, inputting into database. Maintains databases of current county’s active veterans.

Responds to veterans/claimants questions and informs of process for receiving services and moving forward.

Provides benefits information of a routine nature or makes appropriate referral for assistance. 

Assists claimants in securing required documents, affidavits, or other evidence to support and properly develop claim for Federal, State, and local benefits.

Manages the Transportation Program for Union County Veterans; enters tickets into Transportation System; maintains an electronic calendar of all visits and sends daily reports to Union County Transportation and Travel Pay Assistants at VA Clinics; and sends annual van schedule mailing.

Processes all new digital scanning claims/files for department; scans most of the claims/paperwork for established clients.

Collects, stores and submits data on veterans’ claims using the Tyler Veterans Benefits System or other software program as required.  

Communicates and assists funeral homes with burial details for veterans assisting with needed documents.  Provides flag applications to funeral homes upon request.

Primary administration to Director.  Supports County Veterans Service Officers as needed.  Provides follow-up to Veterans with open claims.  Secures necessary paperwork for Veterans Services Officer to assist clients in their appointments. 

Assists in preparation and/or processing of State NCDVA-9s, MVR-33As and NCDVA-50s and other claims forms as required.

Assists Veteran Service Officer and Director with Outreach programs, seminars and presentations to local agencies to inform the public of services that are available.

MINIMUM QUALIFICATIONS

Education and Experience:

High School Diploma or an acceptable equivalency diploma (GED), and four (4) years of related experience; or equivalent combination of education and experience.  

Special Requirements: 

This position may be subject to a fingerprint background check.  Per NC General Statute 153A-94.2(b), applicants for a position of employment required to work with children in any capacity will be required to electronically submit fingerprints to the NC State Bureau of Investigation for a state and national criminal history record.

Human Services – Veterans Services

Proficient in Microsoft Excel (formulas, pivot tables, data analysis), Word (document formatting and templates).

Applicable to Identified Human Services Positions Only: In order to perform work in this role, within (30) thirty days of employment you must provide immunization records, provide proof of immunity, or receive/start the required vaccination series, as applicable, along with complying with any necessary screenings, as required by the Union County Division of Public Health and its Healthcare Personnel Immunization and Tuberculosis Screening Policy, in accordance with applicable law.

PHYSICAL DEMANDS

Must be physically able to operate a variety of machinery and equipment including computers, printers, telephones, calculators, copiers, fax machines, cash registers, paper cutters, intercom, etc. Must be able to exert up to 30 pounds of force occasionally, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

WORK ENVIRONMENT

Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.

Salary : $44,355 - $66,533