Administrative Assistant

SUMMARY: The Administrative Assistant is appointed by the Veterans Assistance Commissions Superintendent. This position performs various clerical duties related to the operation of the VAC office and provide assistance to veterans and to their family members.

JOB RELATIONSHIP: Under the direct supervision and direction of Veterans Assistance Commission Superintendent.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned to meet business needs.

• Receptionist responsibilities: Answering the phone, retrieving voicemail, returning voicemail messages when necessary and taking down messages for the Superintendent and Veteran Service Officers when

• Microsoft Office Outlook email responsible for mailbox and timely communication replies and handling of messages to the VACSuperintendent

• Schedulingofappointmentsandconductingset-upintake

• Disseminateliteratureandmaterialsavailabletoveteransandtotheirfamily

• Interview veterans and their family members seeking financial assistance, certify eligibility, maintainconfidentiality,completeassistanceforms,andmaintainrecordson

• Maintainsallofficerecords,filesandtypesofminutesofpriorVAC

• Aid veterans and their family members, retired veterans, disabled veterans and survivors with governmental

• Reviews and evaluates information on documents and forms on claim applications, death andbirthcertificates,employer'srecordsandothersimilar

• Other duties assigned to meet the needs of the

SUPERVISORY RESPONISIBILITIES : No supervisory duties

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Ability to establish and maintain effective working relationships with others. Must be knowledgeable in the proper use of grammar, spelling, and punctuation. Must have excellent organization and record keeping skills.

Must have basic problem-solving skills and be able to handle multiple tasks with interruptions. Must be familiar with office equipment: copier, multi-line phones, fax machine, computer, etc.

Must be able to elicit information from irate, upset, and anxious callers. Ability to work with little supervision and maintain confidentiality.

EDUCATION and /or EXPERIENCE: High school diploma or general education degree (GED) with one-year related experience in office/clerical duties.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

COMPUTER SKILLS and OFFICE EQUIPMENT: Proficient in Microsoft Office (Word, Excel, Outlook, Outlook Calendar), ability to learn new software, Fax Machine, Telephones, Copier.

CERTIFICATES, LICENSES, REGISTRATIONS: Become a Veterans Service Officer (VSO) VA accredited within one (1) year of hire.

REASONING ABILITY: Ability to carry out detailed written or oral instructions and to deal with different situations requiring the use of deduction to solve the problem.

LANGUAGE SKILLS: Ability to read and comprehend simple instructions, short correspondence, memos and to use good English. Ability to write simple correspondence and to effectively present information to co-workers and the public. Requires considerable skill in the application of office methods and procedures.

PHYSICAL DEMANDS: 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. While performing the duties of this job, the employee is frequently required to sit; and talk; or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop; kneel; or crouch. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distant vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is quiet to moderate to loud.