JOB TITLE: Administrative Assistant, VFW Department Headquarters Office
NATURE OF WORK:
Provide administrative and clerical support to the VFW Department Headquarters Office. Preparing certificates and awards for State Convention. Monitor incoming mail and distribute to staff as appropriate. Maintain office files.
TYPICAL DUTIES AND RESPONSIBILITIES:
Type correspondence, reports, and articles for the Department Commander and others as necessary, to include proofreading, editing, printing, and preparing mailings.
Maintain monthly and Quarterly VFW Post reports, and National Headquarters correspondence.
Monitor incoming mail, phone calls and email, establish a mail diary, phone call log, and distribute to proper staff members for their action.
Establish and maintain office subject files to assure easy accessibility of various subjects pertinent to the VFW Department of Iowa.
Perform general office reception to include greeting veterans, vendors, and other customer service related tasks.
Receive all calls, screen calls and take messages to ensure effective, timely response.
Responsible for maintenance of adequate stock of office supplies to ensure necessary materials are on hand.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Position does not require VFW membership eligibility.
High school diploma or equivalent, plus training required.
Position requires proficient human relations and customer service skills to enable communication with Post members, various VFW Iowa staff members and the general public; advanced organizational skills to perform various duties; proficient manual skills required for operation of computer, to include Microsoft applications, databases, and spreadsheets, keyboard and other general office machines.
Ability to operate moderately complex equipment, i.e., computer, keyboard, scanner, printer, photocopier. Position requires the ability to type a minimum of 55 words per minute. Basic work experience required, proficiency of task beyond entry level.
SCOPE OF POSITION:
Position is a Part Time position 24 hours a week.
Reports to the State Quartermaster. No supervisory responsibility. May make limited decisions regarding own work with latitude to decide when, but not how, tasks are to be performed. Typical decisions are made in determining which job takes precedence over prior assignment, and when someone calls seeking information must determine appropriate action. Plans and prioritizes work for own position on daily basis. Position requires no significant problem solving; all problems referred to superior for resolution. Typical contacts are with other staff 50% of the time to receive, coordinate and review work assignments, 40% with Post Members and with general public 10% of the time to refer to appropriate staff member courteously and expeditiously, along with providing basic facts. Position has no financial impact on organization. Responsibility limited to suggestions relative to department processes.
Incumbent must be able to work independently; must be a self-starter, able to prioritize the workload to complete it in the most efficient and effective manner possible.
Works in normal customer-facing office environment; computer usage required up to 65% of the time to perform administrative assignments. Must be able to lift up to 10 pounds.
Supports the staff at the VFW Department of Iowa Headquarters Office in successfully carrying out duties of that office and ensures accurate and timely processing of correspondence.
Ensures all written/oral communications and visitors are properly screened and referred.
Ensures all information and PII relative to a Post member and Post information to include checks are kept secure.
Ensures the accurate completion of the mail log and call log reports.
The above duties are general in nature and are not intended to reflect all
the duties which may be required of the incumbent.