TITLE: Administrative Assistant
JOB OBJECTIVES: The incumbent is responsible for providing clerical and
bookkeeping support and customer service for the Veterans Service Office. The incumbent reports to the Director.
ESSENTIAL JOB FUNCTIONS:
- Greeting clients and answering and directing telephone calls in a courteous and respectful manner;
- Processing payroll in MUNIS;
- Verifying vacation, sick and personal hours;
- Keeping attendance records;
- Preparing minutes for commission meetings
- Creating initial VetraSpec data files:
- Distributing and filing federal claim file folders;
- Tracking driver’s meal tickets for reimbursement
- Picking up and distributing incoming and outgoing mail; Checking Directors in/out boxes for documents
- Providing complete back-up to the Office Manager on bill-paying procedures including purchase order and voucher preparation and tracking, establishing/updating vendor files, and working with the Purchasing Department and County Auditor;
- Making entries in established databases for various office logs and reports such as daily contact reports, VA awards, daily calendars, and transportation sheets, then printing reports from this data as applicable;
- Ordering, receiving and distributing birth, marriage, death certificates and military discharges; sending/receiving military discharges to/from the County Recorder;
- Coordinating special transportation needs with the drivers and the Office Manager and keeping the Director apprised of transportation and vehicle issues based upon drivers' input;
- Providing general clerical support.
NON-ESSENTIAL JOB FUNCTIONS:
- Performing records retention activities for the general office files and preparing required records;
- Ordering Department of Veterans Affairs forms and pamphlets;
- JOB REQUIREMENTS
Equipment: Incumbent operates the following equipment: computer,
printer, copy machine, adding machine, telephone, laminator, camera, fax machine and electric label maker.
Critical Skills/Expertise:
- Ability to communicate effectively, both orally and in writing;
- Ability to work with the public in a courteous manner;
- Knowledge of office practices and procedures;
- DIFFICULTY OF WORK
Work consists of simple established tasks and processes using guidelines, manuals and handbooks.
- RESPONSIBILITY
Incumbent requires little supervision to carry out daily duties.
Director provides general direction in following established practices using clear-cut policies.
- PERSONAL RELATIONSHIPS
Incumbent has contact with co-workers, public and private sector
employees, and the general public. The purpose of these contacts
is to facilitate daily office operations and to assist with financial assistance and federal claims.
- PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical Requirements: Incumbent performs sedentary work that may require the
lifting of up to 50 pounds.
Physical Activity: Incumbent performs the following physical activities:
reaching, fingering, grasping, talking, hearing and
repetitive motions.
Visual Activity: Incumbent performs work where the seeing job is close
to the eyes.
Job Location: Incumbent works inside and is not exposed to adverse
environmental conditions.
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