Administrative Support Clerk - Veterans Affairs

Administrative Support Specialist

Under the direction and supervision of the Director of the Ingham County Department of Veteran Affairs, the employee in this position is responsible for supporting office staff and performing administrative tasks. The employee in this position will provide a variety of administrative support services, including but not limited to, filing, scanning, answering phones, assists in coordinating and managing the administrative support functions of the department.

Uses a variety of software programs to provide administrative support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing reports for the Director's review and signature.

Receives, screens, and routes telephone calls, determines information that can be released, and matters needing the attention of the Director and Counselors. Determines whether referrals to another agency is appropriate. Explains departmental policies and procedures and the necessary documentation required.

Assists walk-in clients by ascertaining needs, exploring departmental services and policies, initiate applications or other forms, or making referrals to appropriate agencies.

Provides secretarial support including maintaining office filing systems, scheduling meetings and appointments, assembling reports, and related tasks as directed.

Process various administrative records, enters and maintain veteran's confidential information in the departments computerized data programs.

Prepares departmental supply requisitions and ensures proper inventory of all forms and supplies. Works with purchasing departments of developing specifications and purchase order for equipment, furniture, and other items.

Responds to trouble calls on equipment, troubleshoots equipment problems or prepares work orders for maintenance. Serve as liaison with maintenance staff and coordinates the repair of office and telephone equipment.

Reviews and process time cards and enters data into the County payroll system, and handles all payroll matters and questions for the office.

Process outgoing courier mail, and assists in opening and sorting incoming postal mail.

Assists with routine business travel arrangements to meet the specific needs of the department with hotels, flights, and car rental availability. Confirms reservations and makes itinerary changes as necessary or as directed.

Assists the Director in operating the Michigan Veterans Trust Fund and Veteran Relief Fund by reviewing completed applications, scheduling cases before the Committee, presenting the claim to the Committee, preparing and sending out the determination letter, and maintaining Trust Fund records.

Assist veteran and their dependents with emergency needs for housing, food, utilities, and other emergent needs in accordance with MVTF and VRF guidelines.

Attends Veteran's Trust Fund Committee meetings, present applications providing a factual account of each request for emergency assistance.

Records Trust Fund Committee decision on applications, prepares and mails notices of determination to veteran and their dependents applying for assistance, includes notification on the approval or denial of the application and dollar amount granted.

Prepares vouchers of payment of Trust fund bills, enters information to records and maintains accounting ledger. Maintains Trust Fund records and submits required reports and documentation to the State. Prepares a monthly final report and submits to County Treasurer.

Department Inventories.

Records Request.

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected)