Executive Assistant – Veterans Services

Overview

EXECUTIVE ASSISTANT – VETERANS SERVICES The Community Services Department - Veterans Services division is seeking to hire an Executive Assistant to handle a wide range of administrative work in support of the department’s operations, functions and programs and is capable of working independently. The person must be exceedingly well organized and flexible. The Community Services Department comprises five divisions:
Recreation and Parks, Council on Aging & Human Services, Golf, Veterans Services and the Community Organic farm.

The ideal candidate must have proficiency in Microsoft Office Suite, Google Suite and Munis. Must have the ability to learn Executive Office of Veterans Service’s computer tracking system called ONBOARD. Occasional off hours for events and meetings including Memorial Day and Veterans Day is required.

• Maintains records, timesheets, & payroll.
• Supports veterans’ events, ceremonies, and outreach initiatives including Memorial Day, Veterans Day and similar commemorative events.
• Assisting in gathering budget information, compiling and reviewing data and tracking changes.
• Prepares, reviews, and processes correspondence, reports, memoranda, presentations, advertisements, and official documentation related to veterans’ benefits, programs and services.
• Assists with the intake and tracking of veterans benefit applications and supporting documentation. Submits documentation for reimbursements.
• Serves as a primary contact for veterans, family members, service providers, municipal departments, state and federal agencies, ensuring confidentiality and professionalism.
• Maintains files, tracks necessary statistical information and reports.
• Prepares warrants and purchase orders; reviews general ledgers; maintains and generates reports.
• Ability to deal tactfully, compassionately and appropriately with the general public, veterans, town departments, local officials in an effective and professional manner.
• Organizes and schedules department meetings with community services departments, outside agencies, or other departments.
• Explains departmental and veterans’ affairs rules, policies, procedures to the public.
• Track and order office supplies, US Grave Flags and other supplies as needed.
• Regular attendance at the workplace is required.
• Performs special projects and additional administrative duties as assigned to support the Community Services Department.

As an Executive Assistant you must have great communication, customer service and time management skills. We are seeking an upbeat, self-starter who is detail-oriented and has excellent phone etiquette.

• High school diploma required;
  Associate’s degree preferred.
• Proficient in Microsoft Office Suite, Excel, Google Suite, etc.
• Proficient in Munis.
• Working knowledge of town departmental operations and functions is ideal.

Starting rate is $27.8301 per hour at Step 1. The full salary range is from $27.8301 – $33.9852 per hour, with an annual step increase as outlined in the union agreement. This full-time position is 37.5 hours per week and includes health benefits, paid time off, and paid holidays.

Interested candidates should submit a cover letter and resume in a single pdf to hr. A review of resumes/applications will begin immediately. Candidates will be contacted for an interview if the qualifications are met. If you are interviewed, you will be required to submit two professional references.

This position will remain open until it is filled.

EOE