Administrative Assistant - Veterans - COMOT III

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.

• 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.

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.

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…