Office Assistant in the Veterans Department

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CORE VALUES

Invested in Serving Devoted to positively impacting our communities

Better Together Inspire unity by promoting collaboration, trust and respect

Create Progress Encourage growth through innovation to advance and succeed

Support Through Compassion Prioritize one another through communication, inclusion and transparency to bolster our community

Position Purpose

To assist Veterans and families with appointment check ins; attends to non-appointment phone calls and walk-ins, answering questions and/or directing Veterans to the proper resources; performs general clerical work. **This is a Full-Time position which offers a full benefits package. **Hours are 8:00 AM to 4:30 PM Monday - Friday

Key Responsibilities

• Exemplify solid customer service attributes including being professional even with the most challenging clients
• Perform routine clerical functions for the department including reception, answering phones, processing incoming and outgoing mail, typing, filing, inventorying & maintaining supplies
• Schedule appointments for Veterans and their families, coordinating with Veteran Benefits Specialists to ensure availability
• Scan, copy, fax, and email documents
• Update Veterans files in current system of record with current address, phone, email, and any other pertinent information
• Listen to voicemails, take notes, pass on messages, return calls from the main office line
• Check obituaries for any Veteran deaths in Outagamie County
• Send condolence letter to Veteran's surviving spouse or Next-of-Kin
• Draft a VA Form 4138 notifying the VA of Veteran's death. Note: this individual will need someone accredited to sign the forms; update systems of records with death information
• Complete Government Marker applications
• Request Presidential Memorial Certificates
• Complete Burial Allowance applications
• Complete funeral home forms faxed into our office regarding Veteran's military service
• Complete all training requirements within scheduled time frame
• Maintain foyer in a neat and clean appearance including bulletins, posters, windows, doors, carpet, furniture, etc.; restock foyer fridge with beverages
• Updates Foyer monitor with applicable information slides
• Assist other staff members as required
• Perform other duties as assigned

Education/Certifications/Experience Requirements

• High School graduate and a minimum of two years' office experience required
• -Or- any combination of education and experience that provides equivalent knowledge, skills, and abilities to perform duties

Required or Preferred Skills

• Exemplary customer service skills
• Pass an Outagamie County Criminal Background check
• Ability to type at a minimum rate of 40 words per minute is preferred.
• Basic knowledge and demonstrated ability in Microsoft Office, Word, Excel, and PowerPoint; basic website navigation skills and capability to complete online training with limited assistance
• Knowledge of and demonstrated ability to conform to goals, policies, and procedures within the office, Outagamie County, and the larger Veteran Administration networks
• Skill in the use of English grammar and spelling; additional languages a plus, but not necessary
• Ability to handle customer inquiries via phone, email, fax, or in person
• Ability to operate office machines and equipment including, but not limited to computers, scanners, fax machines, monitors, and peripheral devices
• Knowledge of skill in operation of personal computer and software, including cloud-based systems and software, websites, and mobile apps
• Ability to comprehend and grasp instructions
• Ability to establish and maintain effective working relationships with co-workers, County and department employees, Veterans outreach organizations, and the general public
• Ability to add, subtract, multiply, and divide simple mathematical calculations; may use all available tools to do so
• Ability to work with high degree of attention to detail and accuracy
• Ability to maintain strict confidentiality and privacy
• Ability to lift, carry, push, pull or otherwise move up to 30 pounds, understanding and utilizing proper body mechanics and ergonomics

OUTAGAMIE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGE BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.

Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting:

OUTAGAMIE COUNTY IS AN EQUAL-OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGES BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.