Administrative Assistant

Galveston County Human Resources

The purpose of this class is to provide administrative support, client intake, case management assistance, outreach coordination, and claims development support for the Galveston County Veterans Services Office. This position serves as the primary point of contact for veterans, dependents, and surviving spouses seeking assistance with federal, state, and local veterans' benefits. The position assists accredited Veterans Service Officers in the development and processing of claims while ensuring efficient office operations and exceptional customer service.

Duties and Responsibilities

• Greets veterans, dependents, and surviving spouses and conducts initial intake interviews to determine service needs.
• Schedules appointments and maintains office calendars.
• Establishes and maintains electronic claimant files and ensures accurate documentation of client interactions.
• Assists claimants in gathering, organizing, scanning, uploading, and maintaining supporting documentation for veterans benefits claims and appeals.
• Maintains case notes and updates information within case management systems including Vet Pro or equivalent software.
• Conducts follow-up communications with clients regarding appointments, evidence requests, claim status updates, and referrals.
• Provides information regarding federal, state, and local veterans benefits programs and community resources.
• Assists accredited Veterans Service Officers with claims development activities and administrative preparation of claims and appeals.
• Coordinates communication and referrals between the Veterans Services Office, Veterans Treatment Court, community providers, and partner agencies.
• Assists with outreach events, resource fairs, public education activities, and community engagement initiatives.
• Maintains office records, correspondence, reports, and administrative files.
• Answers and routes incoming telephone calls, electronic communications, and walk-in inquiries.
• Coordinates supply inventories and office purchasing requests.
• Obtains and maintains accreditation through the Texas Veterans Commission and United States Department of Veterans Affairs within 120 days of employment.
• Completes required continuing education and annual training requirements necessary to maintain accreditation.
• Performs related work as assigned.

Minimum

Education and Experience Requirements:

• Requires a high school diploma or GED equivalent.
• Requires one to three years of experience in administrative support, customer service, veteran's services, social services, healthcare administration, legal support, case management, or a closely related field.
• Associate degree preferred.
• Must be able to obtain and maintain accreditation through the Texas Veterans Commission and United States Department of Veterans Affairs within 120 days of employment.

Physical Demands/Work Environment:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Unavoidable hazards refer to job conditions that may lead to injury or health hazards even though precautions have been taken.

The work is typically performed while sitting, standing, bending, crouching, stooping, walking, and lifting light objects.

The work is typically performed in an office environment and may include travel to outreach events, veterans' homes, hospitals, nursing homes, court settings, and community locations.

Emergency Preparedness Tier Level: 4

Special Certifications and Licenses:

Must obtain and maintain Texas Veterans Commission and United States Department of Veterans Affairs accreditation.