Veterans Services Assistant-Temecula

About The Position

The Department of Veterans' Services is seeking a Veterans' Services Assistant (VSA) for its Temecula office. The selected candidate will support veterans, their dependents, and survivors in accessing benefits from federal, state, and local agencies. They will perform complex clerical tasks, ensure compliance with policies and procedures, review reports, maintain case files, and improve office operations. The role involves assisting Veterans Services Representatives by processing forms, drafting correspondence, organizing records, and supporting claims preparation. They will gather supporting documentation, explain benefit programs, and coordinate office procedures. Additionally, they will refer individuals to appropriate social service organizations, assist in planning events, and participate in departmental meetings. The department seeks candidates with experience in veterans' services and benefits, proficiency in interviewing individuals to collect personal or medical information, and a background in delivering courteous customer service. Knowledge of procedures for obtaining services and benefits for disabled veterans and their dependents, along with strong customer service, organizational, communication, and writing skills, is preferred. Additionally, experience with VETPro, Veterans Benefits Management System (VBMS), Microsoft Office Suite, Citrix, and/or CPRS (Computerized Patient Record System) is highly desired. Experience or knowledge with veteran services claims is required for this position, demonstrating the ability to effectively support and manage related processes.

Examples Of Essential Duties

Perform complex clerical work requiring the application of laws, policies, procedures, and specialized terminology; prepare and process materials which require the review of complex source material and a thorough familiarity with policies, procedures, terminology, and various applicable laws in order to obtain the necessary data. Provide information to the public or interdepartmental representatives in situations where judgment and interpretation of departmental policies, rules and regulations on benefits are required. Represent the department at meetings with local, state and federal program representatives; represent the office at outreach and veterans related events throughout the County. Visit facilities (shelters, community centers, transitional housing, sober living programs, soup kitchens, etc.) throughout the county where U.S. military veterans may gather to inform them of services and benefits available to them. Review a variety of reports, forms and records for accuracy, completeness and compliance with applicable ordinances; answer questions involving searching for and summarizing technical data, laws, policies, or procedures. Design or revise office forms; set up and maintain complex filing systems; review office procedures and recommend changes to improve office efficiency and effectiveness. Initiate replies to routine correspondence; compose correspondence and other materials requiring the application of subject matter knowledge and discrimination in the selection of data. May provide technical guidance and/or training to clerical staff; may assign and review the work of clerical staff; prepare and revise written procedures. Type a wide variety of complex material such as difficult statistical and budgetary tabulations, highly confidential reports and letters, priority manuscripts or contracts, and other specialized documents from rough, plain, corrected copy, or dictated material utilizing information processing equipment. Explain program benefits, requirements and procedures to veterans and their dependents. Gather information through interviews with veterans, dependents or next of kin to determine eligibility for benefits; research, gather and review information on behalf of claimants. Obtain evidence to support a veteran or their dependents claim for services from other agencies or jurisdictions. Maintain case files of supporting documents including military records, marriage certificates, divorce decrees, birth records, and correspondence; document services provided; assemble supporting documentation necessary to prepare and submit claims (i.e., compensation, pension, healthcare, burial, etc.). Review and process all college fee waiver applications. Operate a variety of office automation and peripheral equipment; use an automated system to input and retrieve information. Maintain familiarity with other types of aid and social service organizations and refer veterans or their dependents to proper agencies including Social Security, Medicare, General Assistance/Medi-Cal, and mental health services. Perform itinerant travel to outlying offices; assist in planning conferences, meetings and special events; order office supplies.

Minimum Qualifications

Experience: Two years of clerical experience, at least one year in a position requiring interviewing, counseling and/or guidance or obtaining information in fields similar to employment agencies, disability insurance, Social Security, hospital, or social service agencies. Experience or knowledge with veteran services claims is required for this position, demonstrating the ability to effectively support and manage related processes. Knowledge of: The principles, methods and equipment used in information processing; interviewing techniques; correct English usage, grammar, spelling, vocabulary, punctuation, format, and style; office procedures, including preparing correspondence and reports, filing and operating standard office equipment. Ability to: Understand the capabilities and applications of information processing equipment considering the requirements of the unit; explain laws, policies and procedures; identify relevant supporting information; make determination and recommendations; use initiative and judgment in setting up formats for a variety of documents; provide guidance to and train staff; proof and correct copy into acceptable final form; store and retrieve a variety of documents and subdocuments; meet departmental production and accuracy standards; establish and maintain effective working relationships.