Administrative Assistant

3 weeks ago

Rockford, United States Veterans Assistance Commission of Winnebago County Full time

**JOB SUMMARY**:
Under the supervision of the Superintendent and the Executive Assistant. This position requires a confident, secure, intelligent, public speaker, with a positive attitude that fully understands and embraces the VACWC mission and embraces the fact they are the first person that everyone sees or hears.

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:
As the Administrative Assistant at the VACWC, you will work directly with our office staff to guarantee all administrative tasks are efficiently and effectively implemented to the best of your ability to include, but not limited the following duties and responsibilities:

- Be a highly dedicated team player an acclimate to the VACWC culture, ethics, values, high customer service and mission
- Oversee scheduling, prepare related correspondence and determine follow-up for unresolved issues
- Fully comprehend, plan, establish and implement office methods and procedures
- Process invoices to the county on behalf of veterans and their families
- Keep inventory of office supplies, VACWC outreach supplies, staff and delegate clothing items and order when needed
- Perform face to face and over the phone general intake of veterans and their families
- Answer correspondence pertaining to the VACWC administrative processes, provide appropriate resources, compile various statistical reports as requested
- Performs coordinating work involving guidelines and rules with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressure
- Always maintain a process improvement mindset to streamline all process and procedures
- You must gather, organize, analyze, examine, or evaluate data or information
- Process all data, receipts, folios, and billing for veterans and their families in VACWC Programs
- Coordinate, maintain, analyze and summarize fiscal and statistical data and prepare financial spreadsheets
- Troubleshoot and repair/schedule maintenance on office machines if not working properly
- Proactively communicate to all vendors to minimize delays or loss of service
- Must be able to multi-task while managing administrative support to several team members
- Excellent organizational and time-management skills
- Makes decisions with minor impact that affects only those in immediate work area
- Retrieve incoming mail and distribute it to the appropriate staff
- Prepare mail correspondence to be mailed and tracked
- Work with VACWC volunteers
- All other related duties as assigned

**Supplemental Information**:

- The employee must be a citizen of the United States.
- Attire is expected to be business casual and formal attire for certain outreach events or meetings.
- Must have reliable transportation and be punctual.
- Must be able to attend outreach events occasionally including evenings and weekends when required.
- Winnebago County offers a competitive salary and benefit package.
- Employment is contingent of successful completion of a drug and alcohol screening and may include a pre employment medical exam, completing VACWC house training, and completing VACWC six to twelve-month probationary period.
- VACWC is committed to be a diverse and inclusive workplace and is proud to be an equal opportunity employer (EEO).
- Remote work may be authorized at the discretion of the executive staff.
- The safety of others refers to the responsibility for all staff and all other people’s safety, either inherent in the job or to assure the safety of the general public in the VACWC Office or during any outreach event you participate in. This position requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.
- Veterans Assistance Commission of Winnebago County is an Equal Opportunity Employer. ADA requires the VACWC to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with executive staff.

**EDUCATION/EXPERIENCE**
- Be very comfortable and knowledgeable when using Microsoft Programs to include; Word, Excel, Outlook, making appointments, and using the calendar. Other programs you must be familiar with is Teams, Zoom, Webex, One Base, and VetraSpec. If you are not familiar with VetraSpec, you will be trained on how to use it.
- Requires responsibility and opportunity for achieving moderate economies and/or preventing moderate losses through the management or handling of supplies of high value or moderate amounts of money.
- Effective and understood communicator that can comprehend written dialog, must be able to read, write, and speak both formally or informally and effectively to all people.
- All applicants must have a High School Diploma/GED and an Associate Degree or at a minimum, equivalent experience in customer service for a minimum of three years. Please provide all licenses, certifications, and registrations to professional, stat

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