To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. White County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.
Incumbent serves as Office Administrator for the White County Veterans’ Services, responsible for providing comprehensive assistance and accurate information to eligible veterans, their spouses, dependents, and survivors. The Office Administrator assists the CVSO and ACVSO with ensuring that these individuals understand and have the ability and assistance to apply for the full range of benefits and services they have earned. The office administrator is also the primary point of contact for outreach events within the White County Area.
DUTIES:
Open and close the Veterans Office for daily operations. Greet veterans, family members, and visitors; provide exceptional customer service and direct individuals to the appropriate staff or agency.
Answer, screen, and direct telephone calls, emails, and other communications. Schedule appointments, maintain office calendars, and coordinate meetings and outreach events.
Create, maintain, organize, and secure electronic and paper veteran records while ensuring confidentiality. Assist veterans in completing required forms and gathering documentation for VA benefits and county programs. Enter, update, and maintain accurate information in VA, state, county, and other required electronic databases.
Coordinates with government agencies, nonprofit organizations, and other community partners to identify, pursue, secure, and manage grants and resources that support the White County Veterans Office and enhance services available to the veteran community.
Develops and maintains professional relationships with community partners and residents throughout White County to foster collaboration, improve access to services, and strengthen support for veterans.
Prepare correspondence, reports, outreach materials, and other administrative documents. Process incoming and outgoing mail, email, faxes, and electronic records.
Coordinate with the U.S. Department of Veterans Affairs, Indiana Department of Veterans Affairs, county departments, community organizations, and other agencies to assist veterans.
Monitor office supplies, equipment, and technology needs; order supplies and coordinate maintenance as needed.
Assist with planning and supporting veteran outreach events, ceremonies, transportation coordination, and community programs.
Maintain financial records, receipts, and other administrative documentation as assigned.
Protect confidential veteran information in accordance with federal, state, and county regulations.
Assist with office training, administrative projects, and special assignments as directed. Perform related duties and provide support to other office staff as needed.
Other duties can and will be assigned as needed to maintain a high level of service to the Veteran community.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or HSE equivalent.
Must be at least 21 years of age.
Familiarity with the Veterans Administration’s organizational and administrative structure, including the ability to navigate administrative processes.
Working knowledge of local community resources and services available to veterans and their families.
Proficiency in standard office procedures and basic computer operations, including the ability to manage interrelated processes and data.
Strong command of English grammar, spelling, and punctuation, and the ability to produce accurate reports and correspondence.
Ability to properly operate standard office equipment, including computers, calculators, copiers, and telephones.
Effective communication skills, both oral and written, with sensitivity to cultural diversity and disabilities.
Compliance with employer and department policies, including attendance, safety, drug-free workplace, and professional conduct.
Commitment to confidentiality and public records laws.
Ability to understand and execute oral and written instructions, and present findings in both formats.
Analytical skills for comparing data and making informed decisions.
Ability to work independently with minimal supervision and as part of a team, often under time constraints.
Competence in planning and executing public speaking engagements and special events.
Availability to work extended hours, weekends, evenings, and travel for house calls, conferences, or training (sometimes overnight).
Possession of a valid Indiana driver’s license and a safe driving record.
This position involves complex duties requiring careful consideration of individual circumstances. Decisions often require independent judgment and are made with limited guidance from supervisors.
II. RESPONSIBILITY:
Incumbent supports the Veterans Office in its task of providing specialized knowledge to support veterans and their families. Independent judgment is frequently exercised in interpreting and applying legal requirements and regulations.
Work is reviewed periodically by the VA/IDVA and CVSO for effectiveness and compliance.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains professional relationships with co-workers, other County departments, the VA, community groups, veterans’ hospitals, veterans, their families, and the general public.
Incumbent reports directly to the Veterans’ Service Officer.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Duties are performed in an office setting and various off-site locations (residences, hospitals, nursing homes).
Tasks may involve sitting, standing, walking for extended periods, driving, lifting objects (25-50 lbs.), and clear communication.
Incumbent will have contact with veterans and their families, including potentially irate or emotionally distressed individuals.
Incumbent is occasionally required to work extended hours, weekend, evening work, and occasionally travel out-of-town travel for job-related duties.
Job Type: Full-time
Pay: From $20.54 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
