Job Title: Administrative Assistant
FLSA: Non-Exempt
Hours: 8:30 AM - 4:30 PM
Classification: Full-Time/Classified
Pay Grade: 3
ORGANIZATIONAL RELATIONSHIPS
1. Supervisor: Director
2. Employees Supervised: Does not supervise any employees.
3. Other: Works with staff.
PREFERRED QUALIFICATIONS
➢ Must be a veteran of the Armed Forces of the United States who received an honorable discharge or if a qualified veteran is not available the spouse, surviving spouse, child, or parent of a veteran, per Ohio Revised Code 5901.01.
➢ High school graduate required; an Associates Degree or higher, from an accredited college/university, in Office Management, Secretarial Science, or related course of study preferred.
➢ Five (5) years of strong secretarial experience desired; experience as an Administrative Assistant preferred.
➢ Strong telephone and face-to-face communication skills with all types of individuals, including those with emotional and physical disabilities, who may be experiencing problems associated with Post Traumatic Stress Disorder, substance abuse, homelessness, etc.
➢ Ability to comfortably communicate with all levels of county and outside agency personnel.
➢ Must be a team player possessing the capability to work with personnel at all levels of the reporting structure.
➢ Ability to accurately type a minimum of 40 words per minute.
➢ Excellent computer keyboard and database entry skills with a strong working knowledge of Microsoft Word, Excel, PowerPoint, etc.
➢ Ability to operate a variety of office equipment including, but not limited to, copy machines, fax machines, multiple-line telephone, etc.
➢ Excellent grasp of grammar, punctuation, etc., required to prepare correspondence, meeting minutes, etc.
➢ Excellent time management skills, including the capacity to maintain client medical transportation appointments.
➢ Basic knowledge of veteran and dependent benefits and assistance, as well as the various organizations that provide these benefits. Demonstrated appreciation and advocacy for veterans and their dependents.
➢ Neat, professional appearance to properly greet the public and represent the Ottawa County Veterans Service Office (OCVSO).
➢ Must pass required background investigation and drug/alcohol abuse evaluation.
ESSENTIAL DUTIES
➢ Relieves the Ottawa County Veterans Service Commission (OCVSC) Board of Commissioners of non-routine administrative responsibilities including:
❑ Attending all open board meetings for the purpose of recording minutes.
❑ Generating open board meeting minutes.
❑ Distributing working board meeting minutes in hardcopy format to Commissioners.
❑ Preparing board correspondence, from draft copy; edits documents to ensure accuracy and correctness; submits documents for review, approval, and signature of the board; maintains copies of documents in organized files; and maintains electronic back-up files of documents.
❑ Providing decisions, resolutions, correspondence, etc., of the OCVSC Board of Commissioners to other county agencies and/or departments, county officials, veteran organizations, etc.
❑ Developing and maintaining all files on behalf of the OCVSC Board of Commissioners’ records.
➢ Performs administrative support to the OCVSC Board of Commissioners, including, but not
limited to:
❑ Maintaining the board meeting schedule.
❑ Ensuring public notification of the board meeting schedule to include changes and cancellations.
➢ Performs administrative support to the OCVSC Transportation Program, including, but not limited to:
❑ Maintaining client medical transportation appointments, which includes initial scheduling, changes, and/or cancellations.
❑ Providing courtesy call the day before scheduled transportation appointment to each client confirming departure time and pickup location.
❑ Maintaining work schedule for OCVSO drivers on a weekly basis.
❑ Ensuring OCVSO drivers are aware of all scheduling changes, as appropriate.
❑ Ensuring client information is updated and disseminated to all drivers, as needed.
❑ Ensuring scheduling of periodical and unexpected maintenance.
❑ Preparing and submitting all documents and reports, as required.
➢ Conducts routine clerical tasks, including, but not limited to:
❑ Greeting agency visitors and callers. Directing/escorting individuals to the appropriate office or personnel.
❑ Answering the telephone, directing calls, taking messages, etc., for the OCVSO.
❑ Responding to routine telephone inquiries.
❑ Opening, screening, and distribution of OCVSO incoming mail.
❑ Preparing outgoing mail for mailing and ensures mailing.
❑ Maintaining the security of restricted areas of the agency, including the filing room and storeroom.
➢ Develops and maintains an updated mailing list of veteran organizations for correspondence purposes of the OCVSO and OCVSC.
➢ Maintains inventory of office supplies and equipment and submits request to Director to order replenishes, when needed.
➢ Assists the Service Officers in the performance of their duties.
➢ Enters and retrieves client data into Veterans Information Management System and any other software program utilized by OCVSO.
➢ Serve as a public information resource for veterans and other individuals inquiring about OCVSO and community services.
➢ Maintain a neat, orderly, and professional office environment.
➢ Ensures adequate coverage of Administrative Assistant duties during anticipated absences. Properly orients agency personnel assigned to cover these responsibilities.
➢ Ensure exceptional service to our veterans and their dependents in a professional and appropriate manner.
➢ Maintaining client confidentiality. Client matters shall not be discussed with anyone outside of the realm of his/her job responsibilities. Client information shall not be discussed with or provided to anyone outside of the office without written consent from the client, or next of kin should the veteran be deceased.
➢ Attends and successfully completes all training and continuing education courses, as directed by the Director, for the purpose of enhancing job performance.
NON-ESSENTIAL DUTIES
➢ Other duties and responsibilities may be assigned to this position at the discretion of the Director and/or OCVSC Board of Commissioners.
➢ Activities defined in the above position description do not preclude or exempt the employee from performing other related or non-related duties as may be required to maintain an effectively functioning office.
To Apply: Please submit cover letter, resume, and DD Form 214 for consideration to storis@co.ottawa.oh.us
