Administrative Assistant

Administrative Assistant – Veterans Assistance Commission of Lake County (VACLC)

Seeking an Administrative Assistant to join the VACLC team. The employee must be a qualified veteran, spouse of a veteran, or a veteran’s dependent. Provide copies of DD‑214, direct family member DD‑214, and your certifications. The position is full‑time (40 hours per week). A veteran is defined as any person who has been separated under honorable conditions from any branch of the armed forces of the United States after having served on active duty for at least 180 consecutive days, or by reason of disability incurred while serving on active duty or as the dependent of an honorably discharged veteran.

Under the supervision of the Superintendent, Assistant Superintendent, and the Executive Assistant, this role requires confidence, strong communication skills, a positive attitude, and a firm commitment to the VACLC mission.

• Collaborate with VACLC staff to ensure efficient and effective execution of all administrative tasks.
• Assist with basic and complex inquiries via phone, in person, email, or mail.
• Oversee scheduling, prepare related correspondence, and determine follow‑up for unresolved issues.
• Develop, plan, establish, and implement office methods and procedures.
• Process travel receipts, mileage vouchers, and P‑Card statements.
• Process warrants to the county on behalf of veterans and their families.
• Maintain inventory of office supplies, outreach supplies, and staff attire; order when needed.
• Conduct face‑to‑face and telephone intake of veterans and families.
• Answer correspondence pertaining to VACLC administrative processes, provide resources, and compile statistical reports.
• Coordinate work involving guidelines and rules with continuous problem solving.
• Maintain a process‑improvement mindset to streamline procedures.
• Gather, organize, analyze, examine, and evaluate data or information.
• Process all data, receipts, folios, and billing for veterans and their families in VACLC Programs.
• Coordinate, maintain, analyze and summarize fiscal and statistical data; prepare financial spreadsheets.
• Troubleshoot and schedule maintenance on office machines when not working properly.
• Proactively communicate with vendors to minimize delays or loss of service.
• Multi‑task while managing administrative support to several team members.
• Demonstrate excellent organizational and time‑management skills.
• Make decisions with minor impact that affect only those in the immediate work area.
• Retrieve incoming mail and distribute it to the appropriate staff.
• Prepare mail correspondence for mailing and tracking.
• Work with VACLC volunteers.
• Perform any other related duties as assigned.

• High School Diploma or GED, and an Associate Degree or equivalent experience with minimum three years of customer service.
• Proficient in Microsoft Word, Excel, Outlook, Teams, Trello, Zoom, Webex, One Base, and Vetra Spec; training for Vetra Spec provided.
• Strong written and verbal communication skills; able to read, write, speak formally or informally to all people.
• Completion of mandatory online training on HIPAA, Cyber Security, and adherence to VACLC Policies and Procedures.
• Valid, current licenses, certifications, and registrations required for the position.

• Perform moderate dexterity tasks operating machinery, tools, or office equipment.
• Light to medium work involving standing, walking, stair use, and lifting up to 20 pounds regularly.
• Work in varied office temperatures ranging from extreme heat to cold.
• Normal visual acuity and field of vision, hearing and speaking abilities required.

• The employee must be a citizen of the United States.
• Attire is expected to be business casual; formal attire required for certain outreach events or meetings.
• Reliable transportation and punctuality required; ability to attend outreach events occasionally, including evenings and weekends.
• Lake County offers a competitive salary and benefit package, flexible work hours, and a comprehensive wellness and training program.
• Employment is contingent on successful completion of a drug and alcohol screening, possible pre‑employment medical exam, VACLC house training, and a 6‑12 month probationary period.
• VACLC is committed to a diverse and inclusive workplace and is an equal opportunity employer (EEO). Lake County is an Equal Opportunity Employer. ADA requires the VACLC to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with executive staff.
• Remote work and overtime incentives may be authorized at the discretion of the executive staff.
• The safety of others is a responsibility inherent in the job, ensuring safety and health of others during office and outreach events.