Office Assistant (Veterans Department) Full-Time

To assist Veterans and families with appointment check ins; attends to phone calls and walk-ins, answering questions and/or directing Veterans to the proper resources; schedules appointments; assists staff with general clerical work

We're seeking a candidate who demonstrates exceptional customer service skills, thrives in a team-oriented environment, and brings compassion and understanding when working with Veterans. This role offers the opportunity to support a mission-driven organization that serves Veterans and the community, making a meaningful impact each day.

We value the diverse experiences of Veterans and encourage them to apply.

Hours are Monday - Friday 8:00 AM-4:30 PM

Benefit Eligible Position!

Apply today and make a difference!

• Exemplify positive customer service skills (verbal, nonverbal, and/or written) including being professional when clients may be less than professional.
• Perform routine clerical functions for the department including reception, answering phones, processing incoming and outgoing mail, typing, filing, inventorying, and maintaining supplies
• Schedule appointments for Veterans and/or families; coordinate with Veteran Benefits Specialists in unique situations; assist team with last-minute scheduling changes due to unforeseen absences (e.g. illness)
• Scan, copy, fax, mail, and email documents
• Update Veterans files in current system of record with current address, phone, email, DD-214, and any other pertinent information and documentation; procure access to systems of records to facilitate database entries
• Listen to voicemails, take detailed notes, pass on messages, return calls from the main office line
• Process a limited number of VA forms, Veteran Driver's License identifier requests, and State Park Pass requests for walk in services
• Check obituaries for any Veteran deaths in Outagamie County; send condolence letter to Veteran's surviving spouse or next-of-kin; draft VA Form 4138 notifying the VA of Veteran's death; update systems of records with death information
• Complete Government Marker applications
• Request Presidential Memorial Certificates
• Complete Burial Allowance applications
• Complete funeral home forms faxed into our office regarding Veteran's military service
• Complete all required training within scheduled time frame
• Maintain Hospitality Suite (front room) in a neat and clean appearance including racks, bulletins, posters, business cards, windows, doors, carpet, furniture, etc.; refill items as applicable Â
• Assist clients and guests with coffee station and water cooler; refill/restock when low
• Update monitor with applicable information slides; work with team for most current info
• Assist team with limited outreach opportunities; may be required to work in office alone during conferences and outreach opportunities Â
• Assist other staff members as required; perform other duties as assigned
• High School graduate and a minimum of two years' office experience required
• -Or- any combination of education and experience (including military service) that provides equivalent knowledge, skills, and abilities to perform duties
• Pass an Outagamie County Criminal Background check (& VA background check for PIV card)
• Fluent English speaking, reading, writing, grammar, and spelling skills; additional language skills are welcome; understanding importance of nonverbal skills
• Ability to add, subtract, multiply, and divide simple mathematical calculations; may use all available tools to do so; understand how to read basic charts & interpret data is highly desired
• Exemplary customer service skills; solid communication skills (oral & written); solid attention to detail and accuracy; ability to maintain strict confidentiality and privacy
• Assist customers with inquiries via phone, email, fax, mail, virtually, and/or in person
• Knowledge and ability to meet goals, policies, and procedures within the office and Outagamie County; willingness to ask questions to team and/or supervisor for clarification, guidance, & direction
• Ability to establish and maintain effective working relationships with co-workers, county employees, Veterans Administration, Veteran partner organizations, and general public
• Knowledge and working ability with fax machines, copiers, scanners, computers, peripheral devices, software (e.g. Microsoft 360 products), including cloud-based systems, AI, software, websites, and mobile apps; ability to type at a minimum rate of 40 words per minute
• Self-motivated/self-learner with limited supervision; initiative to enhance office environment; self-starter for additional qualifications and certifications for growth opportunities within the office (e.g. VA accreditations including the PIV card)
• Basic understanding of military culture is highly desired; capacity to show empathy and compassion, but also willingness to express concerns
• Ability to lift, carry, push, pull or otherwise move up to 30 pounds, understanding and utilizing proper body mechanics, ergonomics, and tools
• This position does not require a Veteran status; however, military experience is a plus
  
  

OUTAGAMIE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER. IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT, THE COUNTY WILL PROVIDE REASONABLE ACCOMMODATIONS TO QUALIFIED INDIVIDUALS WITH DISABILITIES AND ENCOURAGE BOTH PROSPECTIVE EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.