Employment Opportunity - Administrative Assistant, Veterans Assistance Commission of Iroquois County

Veterans Assistance Commission of Iroquois County
Administrative Assistant Job description

Position description: To assist in facilitating the efficient operation of the Veterans Assistance Commission by providing front line service to the public and performing various clerical and secretarial duties and project management of a highly responsible and confidential nature for the superintendent, vso’s, and office staff.

Salary and Benefits: Annual salary for this position is $34,560. Benefits package includes health, dental, vision, paid holidays and IMRF pension.

Job duties:  Provides responsible administrative and secretarial duties to the superintendent, vso’s and other office staff. Types and formats letters, reports, complex charts and graphs using a variety of computer programs and modalities. Oversee scheduling, preparing correspondence, and follow up. Fully implement and follow office procedures. Receives and distributes office mail. Screens calls to the office staff from the individuals requesting to talk to the office staff. Answers general questions from the individuals over the phone and at the front desk, greets clients in a friendly and professional manner. Creates, reviews, and maintains client files. Responsible for organizing the workload, and prioritizing tasks. Performs essential clerical duties which include but are not limited to updating directories, making lists and processing mail.  Maintains an inventory of office supplies and equipment, orders, business cards, and supplies for the office. Manages all incoming invoices. Assists clients with queries, printing documents and ensuring documents are fully completed.  Performs a brief interview to determine benefits being sought in a respectful manner while not providing pinpointing claim information. Responsible for creating and sending notices of all VAC Commission-related meetings to applicable personnel both internal and external. Prepare minutes and agenda for committees, meetings, etc. Process sensitive and confidential documents, handles phone calls involving sensitive issues and communicates these matters to the appropriate office staff. Assist veterans in obtaining emergency and interim financial assistance by interviewing applicants and determining their assistance needs.  Review application to determine if applicant meets required guidelines.  Completes paperwork and ensures completion of other community based program assistance. Verifies qualifications for aid outside social welfare agencies. Posts necessary information on the intranet, internet, and social media.

Education, experience, and other job requirements: High school Diploma or equivalent. Minimum of 2 years office experience. Welfare experience, or ant type of work with extensive public contact preferred.  Requires a knowledge of benefits and services available to veterans. Prior experience in legal, office administration, bookkeeping, and/or accounting.

Professional public relations skills due to high amount of contact with the public and outside agencies. Excellent written and verbal skills.

Accurate record keeping and organizational skills. Attention to detail.

Working conditions: May be exposed to frustrated and hostile individuals, both over the phone and in person.  Must be able to maintain calm and professional demeanor while assisting them.

Physical requirements:  Duties may include stooping, bending, kneeling, reaching, pushing, pulling, and grasping; such which may be repetitive.

May be required to sit for extended periods of time, Standing and walk for intervals of time while performing duties.

Hearing and speaking in a sufficient way to carry out a conversation with other individuals in person and over the phone.

Must be able to read and write-in essential office correspondence, reports and computer screen information.

Veteran Status preferred but is NOT required.

Iroquois County is an Equal Opportunity Employer.