Administrative Assistant

Lake County•Gurnee, IL

8d•Onsite

About The Position

Seeking Administrative Assistant to join the Veterans Assistance Commission of Lake County (VACLC) team. The employee must be a qualified veteran, spouse of a veteran or a veteran’s dependent. We are seeking someone to fill a full time (40 hour) position. A veteran is defined as any person who has been separated under honorable conditions from any branch of the armed forces of the United States after having been served on active duty for at least 180 consecutive days, or by reason of disability incurred while serving on active duty or be the dependent of an honorably discharged veteran. Under the supervision of the Superintendent, Assistant Superintendent, and the Executive Assistant. This position requires a confident, secure, intelligent, public speaker, with a positive attitude that fully understands and embraces the VACLC mission and embraces the fact they are the first person that everyone sees or hears.

Requirements

Must be a qualified veteran, spouse of a veteran or a veteran’s dependent. Provide copies of DD-214, direct family member DD-214, and your certifications.
Be very comfortable and knowledgeable when using Microsoft Programs to include; Word, Excel, Outlook, making appointments, and using the calendar.
Familiarity with Teams, Trello, Zoom, Webex, One Base, and VetraSpec.
Effective and understood communicator that can comprehend written dialog, must be able to read, write, speak both formally or informally, and effectively to all people.
High School Diploma/GED
Associate Degree or at a minimum, equivalent experience in customer service for a minimum of three years.
Provide all licenses, certifications, and registrations to professional, state, or federal licenses, certifications, or registrations required to enter the position.
Applicant will perform mandatory online training on HIPPA, Cyber Security and follow VACLC Policies and Procedures.
Must have reliable transportation and be punctual.
Must be a citizen of the United States.

Nice To Haves

If you are not familiar with VetraSpec, you will be trained on how to use it.

Responsibilities

Be a highly dedicated team player an acclimate to the VACLC culture, ethics, values, high customer service and mission
Assist with basic and complex questions over the phone, in person, email, or by mail
Oversee scheduling, prepare related correspondence and determine follow-up for unresolved issues
Fully comprehend, plan, establish, and implement office methods and procedures
Process travel receipts, mileage vouchers and P-Card Statements
Process warrants to the county on behalf of veterans and their families
Keep inventory of office supplies, VACLC outreach supplies, staff and delegate clothing items and order when needed
Perform face to face and over the phone general intake of veterans and their families
Answer correspondence pertaining to the VACLC administrative processes, provide appropriate resources, and compile various statistical reports as requested
Performs coordinating work involving guidelines and rules with constant problem solving; requires continuous, close attention for accurate results or frequent exposure to unusual pressure
Always maintain a process improvement mindset to streamline all process and procedures
You must gather, organize, analyze, examine, or evaluate data or information
Process all data, receipts, folios, and billing for veterans and their families in VACLC Programs
Coordinate, maintain, analyze and summarize fiscal and statistical data and prepare financial spreadsheets
Troubleshoot and repair/schedule maintenance on office machines if not working properly
Proactively communicate to all vendors to minimize delays or loss of service
Must be able to multi-task while managing administrative support to several team members
Excellent organizational and time-management skills
Makes decisions with minor impact that affects only those in immediate work area
Retrieve incoming mail and distribute it to the appropriate staff
Prepare mail correspondence to be mailed and tracked
Work with VACLC volunteers
All other related duties as assigned