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Administrative Assistant / Veterans Benefits Assistant

Allen County Veterans Service Commission • Lima, OH • 1w ago

Department:

Allen County Veterans Service Commission

Reports To:

Executive Director/Office Manager, with functional guidance from County Veterans Service Officers (CVSOs)

Employment Status:

Full-Time | Entry-Level | Non-Exempt

Position Summary:

The Administrative Assistant/VBA --is an entry-level position that works closely with and assists the Office Manager in providing clerical, administrative, and program support to the Allen County Veterans Service Commission. This role supports daily office operations, transportation scheduling, and basic veterans benefits assistance under supervision.

The position is designed for individuals beginning a career in public service and includes on-the-job training while serving veterans and their families in a professional, mission-driven office environment. The Administrative Assistant/VBA must be able to assist Veterans Service Officers (VSOs) as needed and adapt to changes in job duties as office needs evolve.

Essential Duties and Responsibilities:

Administrative & Office Support

Work closely with and assist the Office Manager with daily office operations, scheduling, recordkeeping, and administrative tasks

Greet veterans, family members, and visitors in person and by phone in a professional and courteous manner

Perform routine clerical duties including filing, scanning, copying, data entry, and document organization

Assist with scheduling appointments and maintaining office calendars

Process incoming and outgoing mail and prepare basic correspondence

Maintain office supplies and assist with inventory tracking

Maintain accurate records while following confidentiality and privacy requirements

Transportation Support & Scheduling:

Assist with scheduling transportation for eligible Allen County veterans traveling to VA medical facilities and approved local appointments

Communicate trip details, schedules, and changes to veterans and drivers under the direction of the Office Manager or supervisory staff

Maintain transportation logs, trip documentation, and basic reports

Enter transportation data into tracking systems as instructed

Provide general information to veterans regarding transportation policies and procedures

Veterans Benefits & Program Support:

Assist veterans with completing intake forms and gathering required documentation

Prepare files and paperwork for review by certified Veterans Service Officers

Provide general, non-advisory information about available veterans programs and services

Track application and assistance request statuses as directed

Assist with outreach initiatives, mailings, and commission-sponsored events

Provide administrative and clerical support to Veterans Service Officers as necessary, including file preparation, document tracking, and follow-up tasks under supervision

Training & Supervision:

Receives day-to-day direction and training from the Office Manager

Receives on-the-job training in county procedures, veterans programs, and confidentiality requirements

Works under supervision and does not make benefits determinations or provide legal or claims advice

Receives cross-training to assist with multiple functions of the office as needed

Required Knowledge, Skills, and Abilities:

Strong customer service skills and professional communication

Basic computer skills and willingness to learn office software and databases

Ability to follow instructions, policies, and procedures

Attention to detail and organizational skills

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