Veterans Services Administrative Assistant

Town of Foxborough (MA); Foxborough (MA); On-site; USD 42,000 - 60,000; Full time

Job summary

Town of Foxborough (MA) seeks an experienced administrative professional to support the Veterans Services Office. You will handle inquiries, maintain records, process documents and assist with veterans' events and initiatives.

Responsibilities include bookkeeping, payroll processing, and ensuring timely submission of state and town reimbursements. The role requires strong organization, confidentiality, and a service-oriented approach in a municipal setting.

Qualifications

• Associates Degree; 35 years of office or business experience; or any equivalent combination of education, training and experience.
• Strong experience in customer service in a municipal setting preferred.
• Detail orientation and strong time management skills required.

Responsibilities

• Provide support for the Veterans Services Office operations and respond to inquiries.
• Maintain records and process documents; assist with veterans' events and initiatives.
• Assist with bookkeeping and record keeping, including payroll and expenses as needed.
• Process MGL Chapter 115 benefits in accordance with statutory and town timelines; submit receipts and invoices; monitor reimbursements.
• Coordinate state reimbursements; update veteran grave records and purchase flags.
• Assist with monitoring of expense vouchers and reimbursements.
• Prepare meeting agendas and post minutes for Veterans Services Advisory Committee; assist with veteran ceremonial and patriotic events.
• Perform related duties and ensure regular attendance.

Skills

Customer service

Office administration

Time management

Detail oriented

Confidential information handling

Education

Associates Degree

Tools

Microsoft Office

Payroll software

Job description

A skilled customer service and administrative position that provides support for the operations of the Veterans Services Office; responding to inquiries, maintaining records, processing documents and assisting with veterans' events and initiatives.

Provides office and organizational support for the Veterans Services Office, prepares correspondence; processes mail; maintains supplies; responds to inquiries and visitors.

Assists with bookkeeping and record keeping, including processing of payroll and expenses as needed.

Processes MGL Chapter 115 benefits in accordance with applicable statutory and town timelines; responsible for submission of receipts and invoices, monitors reimbursement from Massachusetts Department of Veterans’ Services. Corresponds with veterans and their families to process and prepare benefit vouchers and documentation.

Coordinates and processes state reimbursement submission and reconciliation. Maintains and updates veteran grave records and purchases flags.

Assists with monitoring of expense vouchers and reimbursements.

Assists with preparing meeting agenda, posts meeting minutes for Veterans Services Advisory Committee. Assists with preparation for veteran ceremonial and patriotic events.

Performs similar or related work as required, directed or situation dictates.

Regular attendance at the workplace is required.

Associate’s Degree; three to five years of office or business experience; or any equivalent combination of education, training and experience. Strong experience in customer service in a municipal setting is preferred. Detail orientation and strong time management skills required.Works under the general direction of the Veteran’s Services Director.

Work is performed under typical busy office conditions, with regular interruptions. Makes frequent contact requiring courtesy, patience and tact with other town departments, town officials, state agencies, various organizations, and the general public. Contacts are in person, by telephone, in writing and via email. Works with confidential information which requires professional office protocols. Work is subject to various seasonal fluctuations and administrative deadlines.

Employee is regularly required to walk, stand, sit, speak and hear; uses hands to finger, handle, feel or operate objects, tools, or controls. Able to reach with hands and arms as in picking up paper, files and other common office objects. Employee may be required to stoop, bend and lift or move objects weighing up to 30 pounds. Vision and hearing at or correctable to normal ranges; requires ability to read documents and use a computer.

The essential functions or duties listed herein are illustrations of the type of work that is performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This 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.