Office Assistant (Veterans Department) Full-Time

Veterans Service Office Position

To assist Veterans and families with appointment check ins; attends to phone calls and walk-ins, answering questions and / or directing Veterans to the proper resources; schedules appointments; assists staff with general clerical work We're seeking a candidate who demonstrates exceptional customer service skills, thrives in a team-oriented environment, and brings compassion and understanding when working with Veterans. This role offers the opportunity to support a mission-driven organization that serves Veterans and the community, making a meaningful impact each day.

Hours are Monday - Friday 8 : 00 AM-4 : 30 PM Benefit Eligible Position! Apply today and make a difference!

Exemplify positive customer service skills (verbal, nonverbal, and / or written) including being professional when clients may be less than professional.

Perform routine clerical functions for the department including reception, answering phones, processing incoming and outgoing mail, typing, filing, inventorying, and maintaining supplies

Schedule appointments for Veterans and / or families; coordinate with Veteran Benefits Specialists in unique situations; assist team with last-minute scheduling changes due to unforeseen absences (e.g. illness)

Scan, copy, fax, mail, and email documents

Update Veterans files in current system of record with current address, phone, email, DD-214, and any other pertinent information and documentation; procure access to systems of records to facilitate database entries

Listen to voicemails, take detailed notes, pass on messages, return calls from the main office line

Process a limited number of VA forms, Veteran Driver's License identifier requests, and State Park Pass requests for walk in services

Check obituaries for any Veteran deaths in Outagamie County; send condolence letter to Veteran's surviving spouse or next-of-kin; draft VA Form 4138 notifying the VA of Veteran's death; update systems of records with death information

Complete Government Marker applications

Request Presidential Memorial Certificates

Complete Burial Allowance applications

Complete funeral home forms faxed into our office regarding Veteran's military service

Complete all required training within scheduled time frame

Maintain Hospitality Suite (front room) in a neat and clean appearance including racks, bulletins, posters, business cards, windows, doors, carpet, furniture, etc.; refill items as applicable

Assist clients and guests with coffee station and water cooler; refill / restock when low

Update monitor with applicable information slides; work with team for most current info

Assist team with limited outreach opportunities; may be required to work in office alone during conferences and outreach opportunities

Assist other staff members as required; perform other duties as assigned

High School graduate and a minimum of two years' office experience required

• Or- any combination of education and experience (including military service) that provides equivalent knowledge, skills, and abilities to perform duties

Pass an Outagamie County Criminal Background check (& VA background check for PIV card)

Fluent English speaking, reading, writing, grammar, and spelling skills; additional language skills are welcome; understanding importance of nonverbal skills

Ability to add, subtract, multiply, and divide simple mathematical calculations; may use all available tools to do so; understand how to read basic charts & interpret data is highly desired

Exemplary customer service skills; solid communication skills (oral & written); solid attention to detail and accuracy; ability to maintain strict confidentiality and privacy

Assist customers with inquiries via phone, email, fax, mail, virtually, and / or in person

Knowledge and ability to meet goals, policies, and procedures within the office and Outagamie County; willingness to ask questions to team and / or supervisor for clarification, guidance, & direction

Ability to establish and maintain effective working relationships with co-workers, county employees, Veterans Administration, Veteran partner organizations, and general public

Knowledge and working ability with fax machines, copiers, scanners, computers, peripheral devices, software (e.g. Microsoft 360 products), including cloud-based systems, AI, software, websites, and mobile apps; ability to type at a minimum rate of 40 words per minute

Self-motivated / self-learner with limited supervision; initiative to enhance office environment; self-starter for additional qualifications and certifications for growth opportunities within the office (e.g. VA accreditations including the PIV card)

Basic understanding of military culture is highly desired; capacity to show empathy and compassion, but also willingness to express concerns

Ability to lift, carry, push, pull or otherwise move up to 30 pounds, understanding and utilizing proper body mechanics, ergonomics, and tools

This position does not require a Veteran status; however, military experience is a plus

Outagamie County is committed to developing, nurturing, and sustaining an equitable community and workforce where all individuals can thrive. We pledge to amplify the voices of under-represented communities or those who were historically excluded, by removing barriers that result from racial, social injustice and inequities. We strive to ensure that equity, diversity, inclusion are embedded at all levels of Outagamie County programs and departments through acknowledging, analyzing, and addressing the root causes of inequities. We will create and advance equitable policies, practices and procedures, including, but not limited to County services, recruitment and retention, policies and practices, budgeting and procurement. We commit to being transparent and will continually evaluate and update our values when identified goals and objectives are not being achieved or sustained.

Outagamie County offers a comprehensive and highly competitive benefits package to its employees. Levels of benefits can vary based on employment status and employee group.

Medical Coverage : Outagamie County currently offers eligible employees a Low-Deductible Health Plan and a High Deductible Health Plan with a Health Savings Account (HSA). Each of these plans are available for single or family coverage at affordable rates.

Dental Coverage : Eligible employees may choose either single, limited family, or family coverage.

Vision Coverage : Outagamie County offers single, employee plus one, employee plus children, and family voluntary vision insurance for those that are benefit eligible. Vision insurance coverage provides an opportunity for employees to save money on routine vision exams, contacts, eyeglass frames, and lenses.

Life Insurance : Outagamie County provides group life insurance for full-time employees. The cost of this coverage is paid for in full by the County.

Voluntary Short-Term Disability Insurance : Short-Term Disability pays the employee a portion of his or her income for a specified period of time, as determined by the plan. The Short-Term Disability plan provides coverage for injuries and illnesses that occur outside of work. The premium for this coverage is paid entirely by the employee and is available to active employees that meet the hours threshold requirements.

Long-Term Disability Insurance : All regular, non-union full-time employees are eligible for long-term disability coverage. Premiums are fully paid by the County.

Wisconsin Retirement System : Wisconsin Retirement Program helps provide for financial security during retirement. Monthly annuity payments at retirement are calculated using years of creditable service, average earnings (based on three highest years of earnings), formula factors, age at retirement and selected annuity option. The retirement plan consists of two parts : an employee-required portion and an employer-required portion. Outagamie County pays the employer portion, and employees are responsible for paying the employee-required portion, which is determined by the state each year. Enrollment is required for eligible employees. Eligibility is determined based on Wisconsin Retirement System plan rules.

Deferred Compensation : Deferred Compensation allows employees to set aside pre-tax earnings toward retirement. Employees can save up to 100% of their compensation, to a maximum of $23,500 annually, or as little as $10.00 per paycheck. The amount deferred reduces year-end state and federal income tax base. All the earnings will accrue tax-deferred until such time as the assets are withdrawn, generally at retirement, termination, or other special circumstances. There is also an after-tax 457 Roth contribution option.

Flexible Spending Account Plan : The Flexible Spending Account Plan saves money by allowing the employee to pay for certain medical related expenses and dependent care expenses on a pre-tax basis, reducing annual taxable income resulting in Federal, State, Social Security, and Medicare tax savings.

Employee Assistance Program : Outagamie County has an Employee Assistance Program (EAP). The services offered as part of the County's plan are a benefit provided at no cost to its employees and their immediate family members to help deal with life's stresses. EAP consists of caring individuals who are certified counselors. They offer professional support and direction towards resolving problems or concerns. They can also help by referring the employee to another