Department:

• Allen County Veterans Service Commission

Reports To:

• Executive Director/Office Manager, with functional guidance from County Veterans Service Officers (CVSOs)

Employment Status:

• Full-Time | Entry-Level | Non-Exempt

Position Summary:

• The Administrative Assistant/VBA –is an entry-level position that works closely with and assists the Office Manager in providing clerical, administrative, and program support to the Allen County Veterans Service Commission. This role supports daily office operations, transportation scheduling, and basic veterans benefits assistance under supervision.
• The position is designed for individuals beginning a career in public service and includes on-the-job training while serving veterans and their families in a professional, mission-driven office environment. The Administrative Assistant/VBA must be able to assist Veterans Service Officers (VSOs) as needed and adapt to changes in job duties as office needs evolve.

Essential Duties and Responsibilities:

Administrative & Office Support

• Work closely with and assist the Office Manager with daily office operations, scheduling, recordkeeping, and administrative tasks
• Greet veterans, family members, and visitors in person and by phone in a professional and courteous manner
• Perform routine clerical duties including filing, scanning, copying, data entry, and document organization
• Assist with scheduling appointments and maintaining office calendars
• Process incoming and outgoing mail and prepare basic correspondence
• Maintain office supplies and assist with inventory tracking
• Maintain accurate records while following confidentiality and privacy requirements

Transportation Support & Scheduling:

• Assist with scheduling transportation for eligible Allen County veterans traveling to VA medical facilities and approved local appointments
• Communicate trip details, schedules, and changes to veterans and drivers under the direction of the Office Manager or supervisory staff
• Maintain transportation logs, trip documentation, and basic reports
• Enter transportation data into tracking systems as instructed
• Provide general information to veterans regarding transportation policies and procedures

Veterans Benefits & Program Support:

• Assist veterans with completing intake forms and gathering required documentation
• Prepare files and paperwork for review by certified Veterans Service Officers
• Provide general, non-advisory information about available veterans programs and services
• Track application and assistance request statuses as directed
• Assist with outreach initiatives, mailings, and commission-sponsored events
• Provide administrative and clerical support to Veterans Service Officers as necessary, including file preparation, document tracking, and follow-up tasks under supervision

Training & Supervision:

• Receives day-to-day direction and training from the Office Manager
• Receives on-the-job training in county procedures, veterans programs, and confidentiality requirements
• Works under supervision and does not make benefits determinations or provide legal or claims advice
• Receives cross-training to assist with multiple functions of the office as needed

Required Knowledge, Skills, and Abilities:

• Strong customer service skills and professional communication
• Basic computer skills and willingness to learn office software and databases
• Ability to follow instructions, policies, and procedures
• Attention to detail and organizational skills
• Ability to maintain confidentiality and professionalism

Minimum Qualifications:

• High school diploma or GED required
• Veteran and or currently serving in the military
• Customer service, clerical, or office experience preferred
• Ability to pass background check as required by county policy

Preferred Qualifications:

• Interest in public service, social services, or veterans programs
• Experience working in an office or customer-facing role

Working Conditions:

• Office environment with frequent public interaction
• Occasional evening or weekend work for special events
• On-the-job training provided

Flexibility & Other Duties:

• Assist Executive Director, the Office Manager, and Veterans Service Officers as needed to support office operations
• Be flexible and willing to perform a variety of tasks in support of veterans services
• Job duties may evolve or change based on operational needs, staffing levels, or program requirements
• Perform other related duties as assigned

Disclaimer:

• This job description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties may change or be added based on operational needs of the Allen County Veterans Service Commission.

Equal Opportunity Statement:

• The Allen County Veterans Service Commission is an equal opportunity employer and values a diverse workforce.

To Apply: Email resumes to Trent.Wise@jfs.ohio.gov with “Allen County Veterans – Administrative Assistant” in the subject line.