Job Description
Veterans Office Assistant Location Lincoln County, OR :
Position Summary
Your job in the department is to . . . Perform a wide variety of reception and secretarial duties for the Veterans Resource Center. Serves as secretary to Veterans Resource Center staff and serves as Veterans Resource Center receptionist. Your job also involves . . . Filing, answering the phone, typing, maintaining office appointment schedules, and entering data using the computer.
Essential Functions/Major Responsibilities
General Office
- Perform general office, clerical, and administrative tasks to support the department.
- Performs data entry, word processing, and spreadsheet functions.
- Prepares letters, reports, and correspondence.
- Daily mail pick-up, drop-off, and distribution.
- Processes incoming and outgoing mail.
- Orders and distributes office supplies.
- Serves as receptionist and file clerk for the department.
Management Assistance
- Attends meetings, records meeting minutes, and distributes minutes.
- Serves as secretary to the Veterans Services Officer.
Client Records
- Uses computer to prepare letters, reports, schedule appointments, enter, edit, and retrieve client information.
- Compiles statistical reports, process records, and tracks charts.
- Orders educational materials, supplies, designs, revises and orders forms used by Veterans Resource Center staff.
- Contacts appropriate local, state, and/or federal agencies for confidential records.
Financial
- Processes payments.
- Completes invoices, sends statements, and tracks billing.
- Supports staff, providers, and clients with account and billing questions.
- Receipts fees and prepares daily accounting report.
Customer Service
- Serves as receptionist / front office support.
- Schedules appointments, maintains schedules
- Answers the phone / transfers calls /manages multi-line system
- Takes messages, relays to appropriate staff
Typical Qualifications
Minimum Education Level: 1 - High School Diploma / GED Minimum Experience Level: One year Specifics: Progressively responsible clerical and secretarial experience. Computer training and/or experience. Substitution Note: Any satisfactory combination of experience and training which clearly demonstrates the ability to perform the above duties as determined by the Veterans Services Officer. Driver's License: Oregon Driver's License required Specifics: A valid, insurable State of Oregon driver's license within 30 days of appointment. Desirable Qualifications: Knowledge of veterans' programs preferred. Military experience preferred. Knowledge of:
- Administrative and office practices, business English, standard recordkeeping, spelling, composition, and arithmetic.
Skill or ability to:
- Use tact in dealing with the public, executives, and officials from other organizations.
- Compose letters and reports in proper business form.
- Maintain strict confidentiality at all times.
- Coordinate diverse activities.
- Develop office procedures and systems and to gather and organize data.
- Do a large volume of work while maintaining accuracy.
- Convey information, ideas, and facts both orally and in writing to supervisors, colleagues, and individuals, inside and outside the County, using language and a format the audience will best understand.
- Utilize computers and other technology to communicate in written and verbal forms (e.g., word processing, texts, emails, spreadsheets, department-specific software).
- Effectively relate well with others, including supervisors, colleagues, and individuals inside and outside the County. Exhibit a professional manner in dealing with others and working to maintain constructive working relationships.
- Take personal responsibility for the quality and timeliness of work. Show up to work on time, and follows instructions, policies, and procedures. Meet productivity standards, deadlines, and work schedules.
Job Conditions and Physical Demands
WORKING CONDITIONS Job Conditions: Typical office environment. Work Location: Lincoln County Travel: Travel regularly between worksite locations in Lincoln County. PHYSICAL DEMANDS The physical demands are typical of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical capability to handle high mobility demands and complex personal interactions.
- Physical Ability: Tasks involve the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
- Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Some tasks require the ability to perceive and discriminate sounds.
- Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents. Tasks are regularly performed with exposure to violence, disease, or pathogenic substances.
REASONABLE ACCOMMODATIONS Lincoln County is committed to providing reasonable accommodations as required by the Americans with Disabilities Act (ADA). This indicates, in general, the nature and levels of work, knowledge, skills, abilities, and essential functions expected of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Lincoln County offers a comprehensive benefits package including Paid Time Off (PTO), medical, dental, vision, life and long-term disability insurance. Retirement benefits and a Post Employment Health Plan (PEHP) benefit are also available to Directors. The County's current retirement contribution rate to the 401K retirement plan is 11%, with $100 per month being contributed to the PEHP.
For a more detailed overview of our Director's benefit package, please see (add URL here).
Job Tags
Full time, Local area,