Administrative Assistant

Kinsley Power Systems; Cambridge (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

City of Cambridge is seeking an Administrative Assistant to provide administrative support for the Department of Veterans’ Services. The role involves payroll processing, accounts payable/receivable, information and referral services for veterans and dependents, and drafting correspondence.

Proficiency with Microsoft Office is essential, and familiarity with veterans' benefits programs is preferred. You will serve as the first point of contact, handle data entry into benefits tracking systems,

Qualifications

• Excellent organizational skills and ability to prioritize and multi-task.
• Ability to work in a confidential environment as a reliable team member.
• Motivated to work independently under general supervision.
• Background in Veterans’ benefits and Human Services preferred.
• Excellent computer skills.
• Demonstrated skills with Microsoft Suite.
• Ability to communicate orally and in writing with a diverse population.
• Honorably discharged military Veteran, Blue or Goldstar family member preferred.
• High School Diploma or equivalent required.

Responsibilities

• Initiate, prepare and submit for signature all benefits, reimbursements and payroll related material using payroll records management systems.
• Maintain department accounts payable and receivables for Veterans’ benefits and general office accounts.
• Provide information and referral services to Veterans’ and their dependents for federal and state benefits.
• Draft and type state and federal Veterans’ benefits forms; serve as first point of contact for calls and visits; maintain office supplies.
• Perform data entry of applicant information into the Veterans’ benefits tracking system.
• Attend and support all public celebrations sponsored by the department.
• Perform other duties as assigned.

Skills

Organizational skills

Confidentiality

Independent work

Microsoft Office

Communication (oral & written)

Teamwork

Veterans benefits knowledge

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

DUTIES AND RESPONSIBILITIES:

The Administrative Assistant will provide administrative support for the Department of Veterans’ Services by performing a variety of functions related to the administration of both M.G.L. Ch 115 Veterans’ Benefits program and the U.S. Department of Veterans’ Affairs (VA) Benefits program, to include planning. Maintain proficiency in M.G.L. Ch 115 and VA electronic case managing systems (Onbase, TVB, Military Records Operations, and all related or modified systems). Specific duties include but are not limited to the following:

• Initiate, prepare and submit for signature all benefits, reimbursements and payroll related material. To include employee or client weekly and monthly payrolls using PeopleSoft and all related or modified payroll records management systems.
• Maintain department accounts payable and receivables for Veterans’ benefits and general office accounts.
• Provide information and referral services to Veterans’ and their dependents in procuring federal and state benefits to which they may be entitled, such as financial assistance, pensions, compensation, medical, employment, housing, education, death and burial benefits.
• Draft and type correspondence. Type state and federal Veterans’ benefits forms, including burial and VA documentation. Serve as first point of contact for all telephone and in person visits to the office. Maintain office supplies and equipment. Proficiency with Microsoft Office Suite is essential.
• Perform data entry of applicant information into the Veterans’ benefits tracking system.
• Attendance at and administrative support for all public celebrations sponsored by the department.
• Perform other duties as assigned.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM REQUIREMENTS:

• Excellent organizational skills and ability to prioritize and multi-task.
• Ability to work in a confidential environment as a reliable team member.
• Motivated to work independently under general supervision.
• Background in Veterans’ benefits and Human Services preferred.
• Excellent computer skills.
• Demonstrated skills with Microsoft Suite.
• Ability to communicate orally and in writing with a diverse population.
• Honorably discharged military Veteran, Blue or Goldstar family member preferred.
• High School Diploma or equivalent required.

PHYSICAL DEMANDS:

• Ability to access, input, and retrieve information from a computer.
• Answer telephones and maintain multiple files.
• May require minimal lifting of up to 10 pounds.

WORK ENVIRONMENT:

General office environment with air conditioning and fluorescent lighting. Noise level can be high as the office is active with phone calls and walk in applicants.

REQUIRED DOCUMENTS:

Please upload the following documents to complete your application:

• Resume
• Cover Letter

THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WOMEN, MINORITIES, VETERANS AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY.