Veteran Affairs Administrative Assistant

This position performs administrative and customer service duties in support of department operations. This position is part-time, working 20 hours per week.

• Answer and direct incoming telephone calls; provide general information and route calls appropriately.

• Greet and assist walk-in clients in a professional, courteous, and confidential manner.
• Schedule appointments for Veteran Service Officers and other staff.
• Assist veterans with basic forms and applications; ensure documents are complete prior to staff review.
• Prepare, assemble, and distribute outgoing mailings, informational packets, and correspondence.
• Open, sort, and distribute incoming mail; prepare certified and bulk mailings.
• Maintain and organize confidential physical and electronic files in accordance with records retention policies.
• Enter and update data in case management systems and tracking databases.
• Draft correspondence, reports, spreadsheets, and other documents using standard office software.
• Order, stock, and maintain office supplies and informational materials.
• Assist with preparation and coordination of outreach events, meetings, and public presentations.
• Maintain confidentiality of veteran records in compliance with applicable federal, state, and county regulations (including HIPAA where applicable).
• Provide general administrative support including copying, scanning, filing, and document preparation.
• Performs related duties.

EDUCATION/EXPERIENCE

• High School Diploma, or equivalent.

• One to two years of office experience in a support role.

KNOWLEDGE/SKILLS/ABILITIES

• Knowledge of modern office practices and procedures.

• Knowledge of customer service principles and practices.
• Knowledge of county and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of records management and document retention procedures.
• Basic understanding of veterans’ benefits and services (or ability to learn).
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table. 

• The work is typically performed in an office. 

The above statements are intended to describe the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this job.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.