Administrative Assistant

**An Equal Opportunity Employer**

**Position Summary**:

- This position provides services to veterans and their families and administrative support to the Veterans Service Officer, Veterans Service Commission, and staff. Manages and supervises Veterans Service Office Volunteers**SUPERVISION**
Manage and supervise Veterans Service Office volunteers.**SCHEDULE**
- Days: Monday - Friday- Work Hours: 8:00 am - 5:00 pm- Hours Per Shift: 8- Shifts Per Pay Period: 10- Position FTE: 1.00**_ Applications are being accepted from current County employees as well as members of the public._**

**Essential Duties and Responsibilities**:

- This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned._
- Prepare Veterans Service Commission (VSC) agendas and packets, ensuring their timely distribution; coordinate with HHS Administrative Assistant for the preparation of committee agendas and packets, ensuring their timely distribution.
- Schedule quarterly VSC meetings and take minutes of the meetings.
- Recommend and perform office management activities.
- Draft correspondence for the Veterans Service Officer, VSC, and Veterans Service Specialists.
- Create and distribute various reports, presentation, and correspondence for the department including but not limited to certifications, newsletter, memoranda, calendars, and event schedules.
- Collect, verify and enter data information into various databases to ensure that program and funding requirements are met. Create spreadsheets to track program data as indicated.
- Create and maintain office records system (physical and digital) to include consumer files and database, office statistics, financial data, VSC Assistance Fund and activities, and local, state and federal forms.
- Ensure department compliance with Federal, State, and Local records keeping laws, regulations, ordinances, and policies.
- Assist with the development, updating, ordering and printing of program forms, informational brochures, policies and procedures, training manuals, and other items as needed.
- Process all invoices, purchase orders, credit card purchases, requests for checks, and submit to Accounts Payable for payment.
- Perform duties as the division’s gift card custodian, responsible for purchasing, tracking, and submitting documentation as needed.
- Manage the VSC Assistance Grant Program, including determining consumer eligibility, processing grant payments to vendors on behalf of eligible consumers, donated funds receipting, and ensuring proper accounting and documentation.
- Manage the county’s Perpetual Care and Maintenance of Veterans Graves Reimbursement Program to include verification of municipality or association eligibility, verification of reimbursement rates, process invoices and payments, and maintain necessary documentation.- Provide leadership to the County Youth Government Day. Coordinate with the Walworth County Council of The American Legion—Department of Wisconsin. Coordinate with the County Administrator’s Office for participation of the County Administrator, County Board Chair, and other County Board Supervisors and committees. Coordinate with Department Heads and Division Managers on their participation. Coordinate with local high schools for student and teacher participation. Prepare presentations, handouts, agendas, schedules, and certificates. Schedule facilities, prepare rooms, provide necessary supplies and equipment, coordinate food and beverages, and coordinate all other necessary logistics. Other necessary tasks to ensure the successful conduct of the event.
- Manage office supplies and equipment including purchase, inventory, distribution of materials, and maintenance.
- Manage all IT and DPW work orders for the Veterans Service Office in coordination with HHS staff responsible for work orders.
- Interpret federal and state statutes, codes and regulations under the supervision of the Veterans Service Officer.- Maintain effective working relationships with area funeral directors, cemetery officials, and veterans service organizations for the purpose of assisting families in obtaining veterans’ burial benefits and military funeral honors.- Make referrals to and coordinate with other government agencies or non-government organizations to meet the needs of consumers.
- Demonstrate a commitment to county safety and risk management efforts; including, but not limited to: representing the Veterans Service Office on safety councils, distributing safety and risk management materials to office personnel, ensuring office personnel satisfactorily complete all necessary safety and risk management training, participate as a member of the HHS Building sweep team for emergency preparedness (assuring that assigned area(s) is/are clear during weather incidents, 911 incidents, and other times the team is activated).

**Qualifications**:

- To perform this job successfully, an individual mus