Administrative Assistant

4 weeks ago

Las Vegas, United States Veteran Benefits Guide Full time
Who we are: VBG (Veteran Benefits Guide) was founded by a former United States Marine with the goal of ensuring that Veterans receive the correct disability benefits in a timely manner. Since it was founded, VBG has helped more than 35,000 Veterans with their VA (Veteran Affairs) disability claims. As a company founded by a Veteran and staffed by many Veterans and families of Veterans, Veteran Benefits Guide is committed to advocating for policies that protect the rights and interests of former servicemembers.  Administrative Assistant: A VBG Administrative Assistant is responsible for delivering administrative support for the organization. The primary focus of this role is to efficiently and professionally answer and route the busy incoming calls from the reception line. Duties will also include coordinating meetings and conferences, buying and maintaining supplies, and coordinating direct mailings and claims. This role will be responsible for handling and processing non-routine correspondence and assembling highly confidential information. They will also need to interface enthusiastically and competently with a diverse group of important external callers, visitors, and internal staff. The ideal candidate will have strong prioritization skills to plan and organize a diverse and fast-paced workload.
Essential Functions:Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Graciously represents the Company’s vision as the first point of contact for clients and staff
  • Ensures that front office area is properly staffed and maintained for clients, vendors, and visitors
  • Responsible for oversight of work and break areas for appearance, cleanliness, and supply inventory
  • Designs and crafts general correspondences, memos, spreadsheets, and other files as needed
  • Assists with publishing, reviewing, and maintaining the accuracy of the companywide Directory on a regular basis
  • Professionally and efficiently routes incoming calls from the main reception line, taking messages as appropriate
  • Appropriately deescalates volatile client calls with satisfaction and resolution as the top priorities
  • Regularly monitors Company email box and distributes and archives emails appropriately
  • Sorts and distributes mail, prints and mails documentation to clients, scans and distributes client STRs
  • Proofreads, processes, and packages claims and other client correspondence to mail to the VA
  • Handles confidential information appropriately and discreetly
  • Processes Administrative Services department finances, which includes onsite client payments, PO requests, and staff travel accommodations
  • Provides client services at the front desk, including client walk-ins and coordinating onsite provider days
  • Assists with the organization of Company activities such as meetings, conferences, and department events
  • Supports department Manager to resolve property management issues or complaints
  • Purchases office and medical supplies to support staff, onsite contractors, and providers
  • Completes any additional duties accurately as assigned by direct supervisor in requisite timeframe

Qualifications or competencies:
  • Excellent time management, interpersonal, and communication skills
  • Superlative attention to detail
  • Excellent internal and external customer service
  • Proficient computer skills and types 30+ WPM
  • Microsoft Office proficiency
  • Ability to work independently or in a team setting
  • Ability to interact with clients, staff, and business partners in a professional manner
  • Ability to maintain focus and professionalism in high-pressure situations
  • Ability to effectively deescalate and quickly problem-solve to find workable resolutions
  • Excellent soft skills and personal maturity, with an ability to partner with a growing team
  • Willingness to embrace change and quickly implement new direction given by management
  • Strong work ethic with emphasis on Veteran focus
  • Ability to demonstrate personal integrity and effectiveness
  • Metrics driven and goal focused
Supervisor Responsibilities:This position has no supervisory responsibilities.
Work Environment:This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and/or hear. This is largely a sedentary role; however, some filing is required. It requires the ability to lift files, open filing cabinets, reach with hands and arms, bend, and/or stand on a stool, as necessary. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Position Type:This is a full-time, in-office position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Schedules must be approved by the Regional Operations Manager.

Required Education and Experience:High school diploma or general education degree (GED)

EEO: Veteran Benefits Guide (VBG) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), gender (including gender identity and gender expression) genetic characteristic, sexual orientation, registered domestic partner status, age, military or veteran status, hair style or hair texture, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.

About Veteran Benefits Guide:

Veteran Benefits Guide was founded by former United States Marine, Joshua Smith. Josh was employed by the Veteran Benefits Administration (VA) as a Rating Veteran Service Representative (Rater). While working in this capacity Josh was thoroughly trained on the VA’s Disability Compensation System. During his tenure at the VA, he discovered many inefficiencies in the way Veterans' disability ratings were evaluated. He witnessed firsthand how the VA’s method of deciding Veterans’ disability ratings was heavily flawed and designed a system to address those deficiencies. Recognizing the need to provide Veterans a better option for processing their VA disability claims, Josh set out to create a means to expedite them through the VA claim process while also obtaining the benefits Veterans deserve. Years later, VBG has successfully guided over 10,000 Veterans with submitting their VA disability claims, resulting in substantially increased compensation benefits for their disabilities which are related to active duty service.

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