Administrative Assistant

Administrative Assistant

The Montana Veteran Affairs Division is seeking an Administrative Assistant 2 with exceptional multitasking abilities and strong attention to detail. This position provides clerical and administrative support services to Veteran Service Officers regarding veteran and dependents' benefit claims. Responsibilities include answering phones and responding to emails regarding veterans looking for assistance, managing Veteran Service Officer's schedules, entering information into databases, and all other administrative tasks outlined in duties. This position reports to the Belgrade Veteran Service Officer Supervisor. The following items must be submitted with the online state application form to be considered (be sure to mark your attachments as relevant) : Cover Letter, Resume.

Duties :

• Greet visitors, answer inquiries, and direct visitors to the appropriate person according to their needs.
• Answer telephones and give information to callers, record messages, and transfer calls to appropriate individuals.
• Handle incoming and outgoing mail, emails, and faxes.
• Manage paper or electronic filing systems, recording and verifying information, updating paperwork, or maintaining documents, such as correspondence and other materials.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Prepare responses to correspondence containing routine inquiries.
• Maintain and enter information into databases.
• Proofread documents, records, or other files to ensure accuracy.
• Monitor and maintain office supplies and equipment.
• Schedules and confirm appointments, events, travel, or meetings for clients, customers, or supervisors.
• Provide services to staff or customers, such as order placement, account information, or invoice processing.
• Type and distribute meeting agendas, notes, routine correspondence, or routine reports, take meeting minutes.
• Develop and prepare materials for meetings, conferences, and events.

Education and Experience :

Minimum Physical / Mental Requirements :

Typical Work Environment :

Condition of Employment :

Travel :