Administrative Assistant

The ideal candidate will exhibit high standards, excellent communication skills, initiative, and ability to prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. 

Duties:

- Provide administrative support to ensure efficient operation of the office

- Answer and direct phone calls, emails, and other inquiries

- Greet and assist visitors and clients

- Schedule appointments and maintain calendars

- Vendor management to include creating, paying, and reconciling vendor activities

- Coordinate meetings, conferences, and events

- Prepare and distribute correspondence, memos, reports, and other documents

- Perform data entry, filing, and record keeping

- Assist with project coordination and follow-up tasks

- Conduct research and compile data as needed

- Assist with proofreading documents for accuracy and clarity

- Provide personal assistant support to service officers as required

- Assist with event planning and coordination

- Provide and complete meeting minutes and material

- Assist with budgetary processes and reviews

- All other related duties as assigned

Qualifications:

- The employee must be a qualified veteran, spouse of a veteran or a veteran’s dependent. Deployment experience a plus.

- Proven experience as an administrative assistant or in a related role

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

- Proficiency in AS400, New World Accounting Systems, VETPRO, ability to use web based applications is a plus

- Excellent communication skills, both written and verbal

- Strong organizational, prioritization, and time management skills

- Attention to detail and accuracy in work

- Strong problem-solving skills

- Ability to work independently with minimal supervision

- Knowledge of office management systems and procedures

- Experience in a medical, dental, or governmental agency/office is a plus

- Always maintain a process improvement mindset to streamline all processes and procedures

Physical Requirements:

- Physical demands refer to the requirements for physical exertion and coordination of limb and body movement. You are required to perform moderate dexterity in operating machinery, tools, or office equipment.

- Requires light to medium work involving standing, walking some of the time, walking up and down stairs, and exerting up to 20 pounds of force on a regular basis when ordering and stocking paper. 

- Unavoidable hazards refer to unusual conditions in the work environment that may cause illness or injury. This position is exposed to contact to people from all walks of life on a day to day basis. Office temperatures can range from extreme heat to cold. 

- Sensory requirements refer to hearing, sight, touch, taste, and smell necessary to perform the tasks required by the position efficiently. The position requires normal visual acuity and field of vision, hearing and speaking abilities.

Additional Information:

- The employee must be a citizen of the United States. 

- Attire is expected to be business casual and formal attire for certain outreach events or meetings. 

- Must have reliable transportation and be punctual. Must be able to attend outreach and/or events, meetings occasionally including evenings and weekends when required.

- Rock Island County offers a competitive salary and benefit package. We also offer flexible work hours, and a comprehensive wellness and training program. 

- Employment is contingent of successful completion of a drug and alcohol screening and may include a pre-employment medical exam, completing VACRI house training, and completing VACRI six month probationary period.  

- VACRI is committed to be a diverse and inclusive workplace and is proud to be an equal opportunity employer (EEO).

- Remote work and overtime incentives may be authorized at the discretion of the superintendent.

- The safety of others refers to the responsibility for all staff and all other people’s safety, either inherent in the job or to assure the safety of the general public in the VACRI Office or during any outreach event you participate in. This position requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

- Rock Island County is an Equal Opportunity Employer. ADA requires the VACRI to provide adequate accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with executive staff.

This is an excellent opportunity for someone who is detail-oriented, organized, and enjoys providing administrative support in a fast-paced office environment. If you meet the qualifications outlined above, we encourage you to apply for this position.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

·        Health insurance

·        Vision insurance

·        Dental insurance

·        Paid time off

·        Retirement plan

·        

Schedule:

·        8 hour shift

·        Day shift

·        Monday to Friday

Work Location: In person at 4000 46th Avenue Rock Island, IL 61201

Selecting Official:

Todd Harlow

Superintendent Veterans Assistance Commission of Rock Island County

(309) 558-3546

tharlow@rockislandcountyil.gov