Lincoln County Administrative Assistant - Veteran's Service in Newport, Oregon

Administrative Assistant - Veteran's Service

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Administrative Assistant - Veteran's Service

Salary

$38,244.00 - $40,584.00 Annually

Location

Lincoln County, OR

Job Type

Full-Time

Department

VETERAN SERVICES

Job Number

18-31 (285)

Closing

7/6/2018 5:00 PM Pacific

  • Description

  • Benefits

Position Summary

Performs professional administrative staff work for the Veterans' Service Office as a confidential assistant.

Essential Functions/Major Responsibilities

a) Maintains office files. Distributes, reviews and submits time sheets, prepares personnel requisitions and personnel action forms.

b) Researches and consults with vendors for most appropriate items at the most economical cost. Orders supplies, prepares purchase requisitions and orders, submits vouchers for payment of bills.

c) Serves as confidential assistant to the Veterans' Service Officer (VSO) and Veterans Service Coordinator (VSC) and performs all other duties as requested.

d) Assists VSO/VSC with preparation and submission of annual budget requests; maintains a record of expenditures; exercises expenditure controls over approved budget. Maintains accurate budget records.

e) Makes reservations for classes, schools, seminars and accommodations.

f) Devises new computerized forms and updates existing forms for all phases of work in the office.

g) Troubleshoots problems regarding office machines, including copiers, fax machines and computer printers for most efficient resolution.

h) Assist in establishing new procedures for the office.

i) Confers with VSO/VSC to develop plans, resolve difficult questions or to clarify policies.

j) Receives and reviews all incoming mail and other deliveries, prioritizes, distributes and takes appropriate action.

k) Explain office regulations to the public in person, on the telephone and through correspondence.

l) Attends designated meetings and reports findings to the VSO.

m) May assist VSO/VSC with helping veterans, or veterans' widows/widowers to obtain benefits.

n) May provide funeral homes with needed information for deceased who are eligible for veterans' burial benefits.

o) May provide information to veterans in person, by phone, or by correspondence.

p) May order flags.

q) Attend training and/or seminars as directed by VSO.

r) Coordinate and/or conduct veteran outreach as deemed necessary by VSO/VSC.

s) Assist VSO/VSC with planning of community related veterans events as directed.

NON ESSENTIAL FUNCTIONS:

To act as back-up ODVA-accredited veteran service's support professional in the absence of VSO or VSC or as directed by VSO following completion of formal accreditation process. See "EDUCATION/EXPERIENCE/LICENSES/ CERTIFICATES REQUIRED" section for accreditation details. Upon completion of accreditation position may be reclassified to Veteran Services Coordinator II (VSCII) at the discretion of the VSO.

Typical Qualifications

EDUCATION/EXPERIENCE/LICENSES/CERTIFICATES REQUIRED:

Four years of progressively responsible experience in technical and office environment. Four-year degree preferred, however, graduation from high school or GED equivalent, supplemented by college or business school or any satisfactory combination of experience and training which ensures the ability to perform all job assignments, as determined by the VSO, may substitute for the above. Possession of a valid Oregon driver's license with an insurable driving record required. Completion of accreditation training through the Oregon Department of Veterans Affairs no later than one year from date-of-hire. Veteran's Service Officer may authorize extension if delay in accreditation is found to be relevant and reasonable.

SPECIFIC JOB SKILLS:

Thorough knowledge of administrative and office practices, business English, standard bookkeeping, record keeping, spelling, composition and arithmetic. Skills in using tact in dealing with the public, executives and officials from other organizations; typing, word processing, and other office skills. Ability to compose letters and reports in proper business form. Must be able to maintain strict confidentiality at all times. Ability to coordinate diverse activities; to develop office procedures and systems, and to gather and organize data. Must be able to do a large volume of work while maintaining accuracy. Knowledge of veterans' programs preferred. Prior military service preferred.

JOB SCOPE:

Performs technical and administrative responsibilities of Lincoln County Veterans' Service Office with variations from the norm. Work is of a considerable degree of complexity. Decisions are made within statutes and policy constraints. Operates under direct supervision. Errors in work flow can result in delayed benefit provisions to veterans or their widows/widowers.

Job Conditions and Physical Demands

JOB CONDITIONS:

Position is funded through Oregon House Bill 2891 and conditional based on the availability and distribution of pass-through funding by the Oregon Department of Veterans Affairs.

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.

ADA COMPLIANCE:

Physical capability to handle high mobility demands and complex personal interactions.

a) 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).

b) 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.

c) 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, violence, disease, or pathogenic substances.

Lincoln County will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.

Lincoln County offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision which is paid at 90% by the County and 10% by the employee. Other fully paid benefits include life, AD&D, long-term disability insurance. Other optional insurances are available. A 401K retirement plan is also provided. The County's current contribution rate is 11%.

Regular and Trial Service employees working between 20 and 39 hours per week on a regular basis are eligible for pro-rated employee benefits.

Agency

Lincoln County

Address

210 SW Second St.

Newport, Oregon, 97365

Phone

541-265-4157

541-265-0375

Website

http://www.co.lincoln.or.us