Administrative Assistant - Veterans Services

Purpose of Position

This posting will remain open until filled with first review of applicants Wednesday March 12, 2025.

The purpose of this position is to assist the Veterans Service Officer. The Administrative Assistant reports directly to the Veterans Service Officer and is responsible for providing administrative support for the County’s veteran’s services. The essential purpose of the Administrative Assistant’s position is to assist veterans/dependents to apply for benefits for which entitlement exists on County, Federal and State level. The Assistant also performs secretarial, clerical and financial duties.

Basic Performance Expectations of all Todd County Staff

• Serves as a positive example to other County personnel with regard to workplace actions, decisions, work skills, attitude and adherence to workplace policy and procedures.
• Has strong communication and interpersonal skills, is honest, fair and dependable.
• Embodies teamwork and cooperation within and across County departments and with the public.
• Communicates effectively with the Department Head and keeps supervisor apprised of important matters ongoing in the department.
• Respect all colleagues, co-workers, board members and the public and lead those around you to do the same.
• This position requires regular and timely attendance in accordance with the department schedule.
• Performs other duties as assigned or apparent.

Position Specific Essential Duties and Responsibilities

The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive. Other duties may be required as assigned. To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

• Minnesota Statue 197.60 requires each county to have a Veterans Service Officer and necessary staff.
• The VSO is the supervisor and has the authority in the office. This position assumes that responsibility in the absence of the VSO.
• Provides secretarial administrative assistance for Veterans Service, preparing documents, maintaining records by hard copy and computer.
• Manages and coordinates operation of a comprehensive hospital transportation program utilizing volunteer drivers and charitable contributions.
• Schedules volunteer drivers for scheduled trips.
• Monitors use of department vehicles and schedules all maintenance, repairs and services.
• Assists in recruitment, medical screening and certification of volunteer drivers.
• Reschedules veteran’s appointments to coincide with van schedule.
• Monitors and documents federal and state funding annually received by county veterans and families.
• Acts as point of contact for public seeking specific and general information relating to military service.
• This position is to assist veterans/dependents in applying for the various benefits for which they are entitled to on the federal, state and county level. To be able to explain to them what they could be eligible for in the absence of the VSO.
• Answers phone calls to the department, takes messages, make appointments for clients with VSO and delivers messages as directed and sorts and delivers incoming mail for all the departments in this area.
• Type letters, reports, statements, forms, etc., as necessary and/or directed.
• Receives, greets and assists public in a prompt and courteous manner.
• Performs miscellaneous clerical functions (i.e.: ordering supplies, copying, filing, answering the telephone, faxing and other duties as directed).
• Orders necessary document recorded with County Recorder, and Court Administration. Contacts other Counties, State and Nation for necessary documents (marriage, birth, death, military discharges, divorces, etc.).
• Monitors office supplies and assorted VA Forms needed to provide service to clientele. Keeps necessary forms and office inventory in stock.
• This position must maintain strict confidentiality of all client records.
• This department must be very compassionate as they deal with grieving families, elderly and many with mental conditions. Some times it takes a lot of patience to obtain information from clients as they find it difficult to divulge personal information or medical problems.
• This position maintains the VIMS System (Veterans Information Maintenance System) and Tyler Veterans Benefits System.
• This position maintains a record of all monies received and deposited for the Veterans Van Program.
• This position maintains a yearly list of deceased veterans, with cemetery information, so that the Bronze Star Markers can be placed in the area cemeteries.
• This position forwards to local newspapers the news letters compiled by the VSO.
• This position prepares vouchers presented to the Auditor for payment for monthly claims (i.e. van drivers, gasoline vendors, mileage claims, office supply vendors, etc).
• Assists veterans/families in obtaining delinquent medals and awards, discharge upgrades and corrections of military records.
• Assists families of deceased in ordering and delivery of VA Markers. Works closely with Funeral Homes.
• This position is responsible for tracking Property Tax Exclusion Benefit for eligible clients, in conjunction with Assessor’s office.
• This position must be familiar with the TriCare system & Champ VA system for our retired and disabled veterans and families.
• Attend various meetings, workshops, seminars, in-service training etc., as approved.
• Follow established safety and infection control policies and procedures, and participates in all required in-service training regarding fire safety, disaster preparedness, infection control and safety regulations.
• Maintains work areas in a sanitary and safe manner, and follows departmental dress code.
• Enter supplemental revisions in technical manuals.
• Provide/Arrange pick-up and delivery services of prosthetic devices and medical supplies and equipment for homebound. and deceased veterans.
• Posts timely notice of pending holidays and office closings as appropriate.

Minimum Education and Experience/Special Requirements

• Associates/Technical degree and moderate experience in a clerical support position, or equivalent combination of education and experience.
• Minnesota county veteran service office assistant and secretary certification within one (1) year.
• Must possess and maintain a valid driver’s license.
• Must pass a criminal background check.

Preferred Qualifications

Knowledge, Skills and Abilities

• Ability to work with a wide variety of people in a pleasant and courteous manner, including angry and emotionally unstable individuals.
• Knowledge of the military and American War History preferred.
• Ability to persuade, convince, influence, train and monitor, in favor of a desired outcome.
• Ability to communicate effectively with veterans, their family members, government agencies, department staff, other County departments, consultants and the public.
• Ability to use functional reasoning in performing influence functions such as managing, leading, teaching, directing and controlling.
• Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory and/or judgment criteria.

Physical Requirements

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires standing and occasionally requires walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).