Administrative Support Clerk - Veterans Affairs

Administrative Support Position

Under the direction and supervision of the Director of the Ingham County Department of Veteran Affairs, the employee in this position is responsible for supporting office staff and performing administrative tasks. The employee in this position will provide a variety of administrative support services, including but not limited to, filing, scanning, answering phones, assists in coordinating and managing the administrative support functions of the department.

Essential Functions

• Uses a variety of software programs to provide administrative support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing reports for the Director's review and signature.
• Receives, screens, and routes telephone calls, determines information that can be released, and matters needing the attention of the Director and Counselors. Determines whether referrals to another agency is appropriate. Explains departmental policies and procedures and the necessary documentation required.
• Assists walk-in clients by ascertaining needs, exploring departmental services and policies, initiate applications or other forms, or making referrals to appropriate agencies.
• Provides secretarial support including maintaining office filing systems, scheduling meetings and appointments, assembling reports, and related tasks as directed.
• Process various administrative records, enters and maintain veteran's confidential information in the departments computerized data programs.
• Prepares departmental supply requisitions and ensures proper inventory of all forms and supplies. Works with purchasing departments of developing specifications and purchase order for equipment, furniture, and other items.
• Responds to trouble calls on equipment, troubleshoots equipment problems or prepares work orders for maintenance. Serve as liaison with maintenance staff and coordinates the repair of office and telephone equipment.
• Reviews and process time cards and enters data into the County payroll system, and handles all payroll matters and questions for the office.
• Process outgoing courier mail, and assists in opening and sorting incoming postal mail.
• Assists with routine business travel arrangements to meet the specific needs of the department with hotels, flights, and car rental availability. Confirms reservations and makes itinerary changes as necessary or as directed.
• Assists the Director in operating the Michigan Veterans Trust Fund and Veteran Relief Fund by reviewing completed applications, scheduling cases before the Committee, presenting the claim to the Committee, preparing and sending out the determination letter, and maintaining Trust Fund records.
• Assist veteran and their dependents with emergency needs for housing, food, utilities, and other emergent needs in accordance with MVTF and VRF guidelines.
• Attends Veteran's Trust Fund Committee meetings, present applications providing a factual account of each request for emergency assistance.
• Records Trust Fund Committee decision on applications, prepares and mails notices of determination to veteran and their dependents applying for assistance, includes notification on the approval or denial of the application and dollar amount granted.
• Prepares vouchers of payment of Trust fund bills, enters information to records and maintains accounting ledger. Maintains Trust Fund records and submits required reports and documentation to the State. Prepares a monthly final report and submits to County Treasurer.
• Department Inventories.
• Records Request.

Employment Qualifications

Experience, Skills, Education:

• A minimum of a high school diploma or equivalent, with some advanced course work in data processing, administrative support, accounting, and/or related areas.
• A minimum of one year of related experience is required.
• An understanding of HIPPA and other privacy restrictions of Federal, State and County regulations and guidelines.
• Knowledge of: laws, rules and regulations regarding veterans' benefits; veteran service organizations, their structure, programs and services.
• The ability to maintain and established effective relationships with clients, service organization representatives, professional contacts; prepare and process routine reports; operate computer systems and programs.
• Ability to understand medical terminology and language; communicate under adverse conditions with distressed individuals; make decisions under adverse conditions in the accordance with department policies and procedures.

Conditions of Employment:

• Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and person references.
• Possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Requirements and Working Conditions

Physical Requirements and Working Conditions:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly require to:
• Speak to others to convey information effectively.
• Read, interpret and understand procedures, rules, technical information, instructions and manuals.
• Hear and understand information presented through spoken words and sentences.
• Specific vision requirement includes close vision, distance vision, color and depth perception.
• Use hands to operate a computer, handle materials and operate equipment.
• Push or pull carts, reach with hands and arms forward, above and below shoulder level.
• Lift, move or carry objects, equipment and supplies weighing up to 35 pounds.
• Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.
• Stand and walk, climb stairs.
• Physical ability to set up and clean up facilities for special events.
• The employee typically works in office conditions.
• The noise level in the work environment is moderate with many interruptions.
• The position requires working with a very diverse cross-section of the public.
• Due to the nature of this work hours are flexible, although normal office hours are from 8:00 a.m. through 4:30 p.m. However, an employee in this classification may be called upon to attend meetings and community events at locations throughout the county on a regular basis.
• This class description intends to identify the major duties and requirements of the job and should not be interpreted as all inclusive. Incumbents may be requested to perform job-related duties other than those outlined above and may be required to specific job-related knowledge for successful job performance.