Veteran Services Administrative Specialist

About the Department

This position provides office support for the Veterans Service Office.  The position is responsible for answering a multi-line telephone system, greeting visitors and clients, and providing benefits information of a routine nature or making appropriate referral for assistance. This position will require an individual who has well-developed interpersonal, communication, organizational, mathematical, typing and computer skills.  Other duties may be assigned as needed. Work is performed under the close supervision of the Veteran Services Director.

Our core values—Resilience, Excellence, Accountability, Customer Service, and Honesty—are the foundation of our work and the standard by which we operate. As a member of our team, you are expected to demonstrate these values in every aspect of your role. This means delivering high-quality work, taking responsibility for your actions, providing exceptional service, and maintaining integrity in all interactions. Your commitment to these principles is essential to fostering a positive workplace culture and ensuring the success of our organization and the community we serve.

Position Duties

• Receives office visitors, scheduled client appointments, and answers a multi-line telephone system. Answers all inquiries as appropriate, refers individuals to appropriate officials, and schedules office appointments for clients.
• Types a variety of letters and forms for the office; maintains case files; collects, quantifies, and completes monthly statistics reports.
• Uses all office equipment and computer software programs in the performance of job duties. Responsible for electronically scanning and maintaining all office documents and client files.
• Uses and updates veteran database to include current address and contact information, record of military service, dependent status, disability ratings, cause of death, and other key items of information necessary to properly service the county veteran population.
• Receives and reviews military records, private medical records, VA benefit and health claim letters, and correspondence with state and federal offices and county memorandums.
• Interacts and communicates with the immediate supervisor and staff, veterans and their dependents, NC Division of Military and Veterans Affairs, VA Regional Office personnel, VA Medical Center personnel, Legislative delegation, and other county department employees, various outside professional agencies, and the public.
• Sorts incoming mail and posts outgoing correspondence; performs a variety of clerical and secretarial duties to include using county purchasing systems to order office supplies. Maintains inventory of office supplies, forms, and pamphlets. Maintains the appearance of the waiting area and ensures forms and pamphlets throughout the office are well stocked.
• Assists veterans in obtaining military separation and service records, military awards and medals, private medical records, and civil documents.
• Refers to federal policy and procedure manuals, Code of Federal Regulations Title 38 US Code; Veterans Benefits Manual and Federal Veterans Laws, Rules and Regulations, computer manuals, codes/laws/regulations, publications and reference texts, etc.
• Assists the Veterans Service Officers in the completion of applications for federal, state, and local benefits such as pensions, disability compensation, insurance, burial, and NC benefits. 
• Assists applicants in obtaining necessary legal documents required for claims processing.
• Reviews literature, documents, or news reports to enhance and maintain knowledge of state and federal legislation affecting veterans' benefit programs.
• Performs assigned functions as a Disaster Ready Team (DRT) member, if appointed or volunteer.
• Performs related tasks as required.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Minimum Qualifications

General knowledge of veteran's programs (specifically Title 38 of the Federal Code of Regulations) and benefits and applicable laws and regulations; some knowledge of community organizations, agencies and facilities related to veterans' affairs; ability to solve problems within scope of responsibility; ability to deal with veterans, dependents, and others fairly and effectively; ability to establish and maintain effective working relationships with associates. Ability to exercise judgment in applying federal, state, and local policies along with the ability to effectively communicate orally and in writing. Ability to operate data, word processing and other standard office machines.

Physical Requirements:
This is light work requiring the exertion of up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects; work requires crouching, reaching, standing, grasping, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word and detailed or loud talking to convey detailed or important spoken instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, operation of motor vehicles or equipment, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

Other Qualifications

Associates/Technical degree with coursework in social services or related field and moderate experience with veteran service programs or equivalent combination of education and experience.

Special Requirements:

• North Carolina Division of Veterans' Affairs Certification and/or North Carolina accreditation within one year of employment required.
• Valid Driver’s License

Salary will be determined based on qualifications, internal equity, budget, and market considerations.

If applicable, your final transcript showing the date your degree was awarded and/or any required certificates or licenses listed in the application must be uploaded with your application, even if you are a current employee or we have received it with a previous application.