JOB TITLE: ADMINISTRATIVE ASSISTANT/INVESTIGATOR
DEPARTMENT: VETERAN SERVICES OFFICE
EMPLOYMENT TYPE: FULLTIME/NON-EXEMPT
UNION/NON-UNION: SUPERVISORY AND PROFESSIONAL
The Administrative Assistant/Investigator in the Veteran Services Department provides essential support to the department by performing a variety of clerical, administrative, and customer service tasks. This role ensures efficient operation of the office and supports the department’s mission to provide high-quality services to veterans and their families.
We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.
RESPONSIBILITIES
-
Assists Veterans with acquiring copies of their service records.
-
Assists Veterans and/or surviving spouses/dependents in determining proper documentation required to support a claim for MGL Chapter 115.
-
Investigates to determine income and asset levels, as well as living conditions and arrangements
-
Generates the monthly payroll, and distributes the checks accordingly.
-
Collaborates with and refers Veterans to various social service agencies (including Massachusetts Department of Veterans Services (MDVS)) to determine alternative sources of income, employment, housing, education, mental health, quality of life issues, etc. for Veterans and/or surviving spouses/dependents.
-
Informs Veterans and/or surviving spouses/dependents of potential alternative sources of benefits.
-
Provides continuing casework services to clients for all unresolved VA/MGL Chapter 115 cases.
-
Manages and maintains continuous oversight of each assigned active MGL Chapter 115 case to ensure compliance with program directives and regulations (108 CMR & MDVS Directives), to ensure compliance with employment plans when required, to ensure continued client eligibility, and to ensure proper distribution of accurate benefits amounts.
-
Maintains electronic and paper files of case data as required by the Director of Veterans Services or applicable law(s); Maintains confidentiality of client records in accordance with applicable laws.
-
Interacts with MA Department of Veterans Services authorizers to ensure accuracy of submissions for reimbursement claims.
-
Maintains accurate burial records on deceased Veterans.
-
Performs accounting duties relative to department expenditures and budget preparation.
-
May assist with and participate in outreach work; May attend civic and Veteran events.
-
Performs other duties as assigned or required, related to assist department function.
QUALIFICATIONS
-
High school diploma or equivalent; candidates with experience in social work/human services is preferred but not required.
- Three to five years of progressively responsible experience as an administrative assistant, in a fast-paced, dynamic office setting with frequent interruption; Experience with Veteran benefits is preferred but not required.
-
Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office software and machines.
-
Must have a firm understanding of math as well as knowledge of accounting techniques.
-
Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with Veterans and their families, other employees, department heads and City officials; Ability to maintain confidential information.
-
Ability to understand and follow directions and take the initiative in completing assignments; Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
-
Ability to follow departmental rules, regulations, policies & practices in all aspects of job.
WORKING CONDITIONS (The characteristics described here are representative of those that the employee encounters while performing the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)
This is an office-based job in a dynamic municipal building with normal to heavy foot traffic. While performing the duties of the Administrative Assistant, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City; the position requires good vision to prepare reports and good hearing for telephone and in-person communication.
PHYSICAL REQUIREMENTS (The physical demands listed here are representative of those that must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations are considered to ensure individuals with disabilities can perform essential functions.)
The incumbent is required to operate standard office equipment including computers and keyboards at efficient speed; and move throughout the municipal office/building. Incumbent may also be required to lift/move/push/pull/operate other objects, and other machines and equipment unique to the role of Assistant or the Department. Work is largely sedentary in nature. Periodically may lift/move objects weighing up to 25 pounds, with some pulling and pushing or reaching above, generally of desk and file drawers.
HOURS
Monday – Friday, 35 hours per week
8:30am – 4:00pm
SALARY:
Starting rate $18.93 - $20.08 an hour
Annual increases up to $27.80 an hour
APPLICATION DEADLINE: Applications accepted until position is filled.
Nestled in the heart of the Berkshires, the City of Pittsfield is a vibrant and welcoming community that blends rich history with a forward-thinking outlook. As the cultural and economic hub of the region, Pittsfield offers a dynamic environment where innovation and tradition coexist harmoniously. Our city government is committed to fostering a high quality of life for all residents by delivering essential services, promoting sustainable growth, and championing a diverse and inclusive community.
Working for the City of Pittsfield means being part of a team dedicated to public service and making a real difference in the lives of our citizens. We pride ourselves on our collaborative approach, where employees are encouraged to contribute ideas and take initiative. Whether it’s enhancing public safety, improving infrastructure, or supporting our vibrant arts scene, every role within our organization plays a vital part in shaping the future of our city.
We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. Minorities are encouraged to apply. We strongly encourage people of color, people with disabilities, LGBTQ+ community, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.
Join us in our mission to build a stronger, more connected Pittsfield, where everyone has the opportunity to thrive.
-
Health Insurance
-
Dental Insurance
-
Life Insurance
-
Retirement Savings Plan
-
Up to 14 paid Holidays
-
Personal Days
-
Vacation Time
-
Earned Sick Leave
-
Employee Assistance Program
-
Tuition Reimbursement
