VET - ADMINISTRATIVE ASSISTANT - Limited Duration

Job Title

Administrative Assistant

Job Description

This is a limited-duration position through June 2027 and is scheduled for 32 hours per week. The position offers a full benefits package, including medical, dental, vision, and paid time off. The primary duties of this position are to perform daily receptionist duties and data entry. This position also maintains an organized filing system, to include organizational, fiscal, and client files. Under the general supervision of the Department Director, the Administrative Assistant is responsible for assisting the Director with Departmental tasks, organization and coordination of monthly meetings, agendas, as well as the taking of meeting minutes as assigned. The position maintains the database of participants and volunteers. The position prepares and maintains fiscal management documents needed for the Department, to include processing for payment disbursements.

Examples Of Duties

• Greet all visitors to the department and direct them to the individual or information needed to assist them.
• Perform daily receptionist duties including but not limited to answering phones, take accurate and clear messages, deliver and receive mail, faxes and confidential documents, schedule appointments for the Department Director and County Veteran Service Officer as needed.
• Runs department errands as needed.
• Prepare Claim sheets for invoices received as well as maintaining an organized and efficient filing system for budget and financial information.
• Provide resource information as requested and needed.
• Accumulate and assemble data from a variety of sources and prepare reports as needed.
• For new clients create profiles in VetraSpec (Shared database between veteran services and Oregon dept. of Veteran's affairs). Review and update profiles for clients. Contact ODVA to allow the Department access to existing clients not in our database partition.
• Enter all communications with veterans and/or their dependents into VetraSpec and other systems.
• Scan and enter all veteran's documents, to include and not limited to medical and service records, into their electronic files in VetraSpec as directed by the Department Director and County Veteran Service Officer.
• Assist Veterans in applying for VA Healthcare either online or through manual forms.
• Update and maintain department spreadsheet, with emphasis on tracking rating decisions, and actions in process and completed by the department.
• Maintain strict confidentiality according to HIPAA and County guidelines.
• Perform other duties assigned as they arise.

Typical Qualifications

• Knowledge of clerical and office procedures and methods.
• Proficiency using computer applications including Word, Excel, Outlook.
• Knowledge of general office machines and functions including: calculators, multiline phones, fax machine, copier, data entry, arithmetic operations.
• Excellent verbal and written communication skills.
• Ability to gather, organize and correctly adjust data
• Knowledge and understanding of HIPAA
• Ability to effectively communicate and work with employees at all levels of the organization.
• Ability to effectively communicate with the public in order to address public complaints and concerns.
• Ability to maintain a clean work environment
• Ability to sit or stand for long periods of time during the course of the workday
• Minimum of a High School Diploma or equivalent
• Experience in an office environment preferred
• Prior to or on date of hire:
• Able to complete a thorough employment and/or criminal history check.
• Able to successfully pass a pre-employment drug test.

Supplemental Information

• The duties outlined in this job description are not all inclusive and additional duties and tasks will be assigned as required.
• This position is 'at-will', and either Crook County or the employee may terminate the relationship at any time with or without cause.
• Work location is Crook County Veteran Service Office
• Fair Labor Standards Classification: Non-Exempt
• Crook County is an equal opportunity employer