Administrative Assistant

VETERANS OF FOREIGN WARS

POSITION DESCRIPTION

TITLE: Administrative Assistant, VFW Baltimore Regional Service Office

The VFW Baltimore Regional Service Office provides Claims Assistance, Support and advice to Maryland’s Veterans Community and their families. The Service Office typically serves 100 to 150 veterans per week monitoring email, phone messages, setting appointments, etc. The Administrative Assistant plays a key role in ensuring that the Veteran and our clients are served in a timely and respectful manner.

NATURE OF WORK:

The Administrative Assistant supports the staff of the VFW Baltimore Regional Office by providing administrative and clerical support, reception, and scheduling to successfully carry out the duties of that office, to ensure the accurate and timely processing of the claims and appeals of Veterans. This position is in downtown Baltimore Regional Office.

TYPICAL DUTIES AND RESPONSIBILITIES:

• Perform general reception duties to include making appointments, referring clients to the proper Service Officers, monitor corporate email, receive all incoming calls, screen calls and maintain in the TVB communications log.
• Be responsible for all incoming and outgoing mail and ensure proper distribution.
• Responsible for maintenance of adequate stock of supplies to ensure necessary materials are on hand.
• Make copies of and print documents for veterans/clients as needed.
• Maintain appointment scheduling for Service Officers using the Micro-soft Outlook calendar

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

Position requires the ability to pass a Department of Veteran Affairs(VA) and Veteran of Foreign Wars (VFW) background check, and completion of VA cyber security training.

Position does not require VFW membership eligibility, nor any previous military service. No travel is required

Some moderate lifting (under 50 pounds), some walking, standing and talking with Veterans/Clients.

High school diploma or equivalent is required. Some colleges preferred

Computer skills are required.

Must be familiar with Microsoft Office including MS Word and Excel

Position requires proficient customer service or human relations (HR) skills to enable communication with the public.

SCOPE OF POSITION:

The Administrative Assistant reports directly to the State (Department) Service Officer. There is no supervisory responsibility. May make limited decisions regarding own work with latitude to decide when tasks are to be performed. Typically, decisions are made in determining task priorities as required daily. Must be able to work independently and be a self-starter. Must be able to multi-task without supervision. This position requires a high level of trust and the ability to properly handle confidential information.

The Administrative Assistant:

• Greetings visitors and determines the purpose of their visit
• Ensure Veterans/Client information is entered into the TVB tracking database system
• Introducing the Veteran/Client to the next available Service Officer
• Answers the phones, Provides General Information and transfers calls.
• Monitors Corporate email and provides general information
• Schedules appointments
• Checks the Mail daily
• Accurate Data Entry
• Other Duties as assigned by the District Service Officer
• Tele-work is an option.

Pay: $30,000.00 - $32,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Application Question(s):

• Are you comfortable and motivated to work closely with support or advocate for military veterans?

Work Location: In person