Administrative Assistant - Veterans - COMOT III

Tippecanoe County Government; Terre Town (IN); On-site; USD 36,000 - 52,000; Full time

Job summary

Tippecanoe County Government's Veterans' Services is seeking an Administrative Assistant to provide essential secretarial support and assist veterans in obtaining benefits, while maintaining organized files and office operations.

The role includes answering phones, greeting visitors, processing payroll and budget records, coordinating with Indiana IDVA, preparing reports, maintaining supplies, and supporting annual events such as veterans expo. Strong communication and discretion are required.

Qualifications

• High school diploma or GED required.
• Notary Public license or ability to obtain one.
• Ability to type with speed and accuracy.
• Working knowledge of standard office procedures.
• Ability to maintain confidentiality.

Responsibilities

• Answers telephone and greets office visitors, providing information and assistance, taking messages, and/or transferring.
• Assists veterans in obtaining benefits and completing VA forms and related documents.
• Maintains log of department activities and handles correspondence by mail and phone.
• Prepares and processes payroll and maintains department fund ledgers.
• Maintains inventory of office supplies and handles purchase requests.
• Types documents and assists in preparing reports and annual summaries.
• Attends workshops and assists in planning veterans expo programs.
• Assists in preparing annual department budget and project costs.
• Performs related duties as assigned.

Skills

Typing speed

Communication skills

Confidentiality

multitasking

Education

High school diploma or GED

Notary Public license or ability to obtain

Tools

Typewriter

Calculator

Telephone

Fax machine

Computer

Copier

Job description

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Incumbent serves as Administrative Assistant for Veterans' Services, responsible for assisting veterans and performing a variety of related secretarial functions.

DUTIES:

• Answers telephone and greets office visitors, providing information and assistance, taking messages, and/or transferring/directing to appropriate individual or department.
• Interviews and assists veterans, their dependents and survivors in obtaining benefits, including providing information in person, by mail and by phone, assisting in properly completing Veterans' Administration (VA) claims, applications and related forms, totaling medical expenses, scheduling medical appointments, arranging transportation, and obtaining required documents from other departments, counties and/or states, such as birth and death certificates, marriage, divorce and military records.
• Assists Veterans' Service Officer daily in maintaining log of department activities, including correspondence and telephone counseling.
• Receives, sorts, and opens incoming mail, determining nature of inquiry, responding to requests for information, or referring to Veterans' Service Officer; prepares outgoing mail.
• Prepares and processes payroll, including reviewing time cards, verifying hours worked, typing, copying, and submitting claims/vouchers to Auditor as required. Maintains ledger of department fund accounts, posting transactions and maintaining current balances.
• Maintains inventory of office supplies, ordering/purchasing as needed.
• Types a variety of documents as assigned, such as correspondence, memos, forms and reports, and maintains organized files. Assists in compiling and submitting/distributing various reports as required, including monthly and annual activity summaries for Indiana Department of Veterans' Affairs (IDVA), and annual report on department van usage.
• Periodically attends workshops as required, and assists in planning and promoting annual veterans expo program.
• Assists in preparing annual department budget, including reviewing current year expenditures, projecting next year's costs, and typing forms.
• Performs related duties as assigned.

Requirements

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

• High school diploma or GED and possession of or ability to obtain possession of Notary Public license.
• Must either be an honorably discharged veteran who has had at least six months of service in the armed forces of the United States and a citizen of the United States and Indiana, or a spouse, surviving spouse, parent or child of same.
• Working knowledge of standard office procedures and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
• Working knowledge of federal and state veterans' benefits, eligibility requirements, and application procedures, and ability to successfully explain regulations and procedures to clients.
• Ability to type with speed and accuracy and properly operate standard office equipment, including typewriter, calculator, telephone, fax machine, computer, and copier.
• Ability to maintain accurate records and files, and maintain confidentiality of information as required.
• Working knowledge of basic bookkeeping principles and ability to perform arithmetic calculations and maintain accurate, current budget records.
• Ability to work alone and with others in a team environment, often under time pressure.
• Ability to work rapidly for long periods, work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.
• Ability to effectively communicate orally and in writing with co-workers, other County departments, veterans, dependents and spouses, veterans' agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
• Possession of a valid driver's license and demonstrated safe driving record.

II. RESPONSIBILITY:

Incumbent performs a variety of standard, recurring duties according to department practices and procedures, exercising judgement in determining and implementing the best methods to achieve desired results. Errors in incumbent's work are usually prevented through procedural safeguards, and are readily detected through standard bookkeeping checks and supervisory review. Undetected errors may result in loss of time for correction and/or inconvenience to the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, veterans, dependents and survivors, veterans' agencies, and the public for a variety of purposes, including exchanging information, and explaining policies and procedures.

Incumbent reports directly to Veterans' Service Officer.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting for long periods, walking, lifting/carrying objects weighing less than 25 pounds, close and far vision, handling/grasping, fingering objects, bending, crouching/kneeling, and exposure to distraught and/or potentially hostile individuals.