GENERAL SUMMARY:

This position is responsible for performing general tasks for the Veterans Affairs and Rehabilitation Director, in support of their Commission, Committees and Division.

ESSENTIAL FUNCTIONS:

1. Office Administration:

a. Serve as receptionist

i. Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment

ii. Screen phone calls, redirect calls, and take messages

iii. Receive deliveries; sort and distribute incoming mail

b. Organize and schedule meetings and appointments

i. Maintain calendars and invitations

ii. Maintain contact lists

iii. Coordinate on-site, virtual and other meetings/events

c. Produce and distribute correspondence, such as memos, letters, emails, invoices, reports and other correspondence

i. Prepare, dispatch and archive correspondence and meeting minutes

ii. Assist in the preparation of regularly scheduled reports

iii. Create and maintain filing systems, both electronic and physical

iv. Process citations and certificates

d. Manage accounts and perform bookkeeping

i. Order office supplies; create purchase requests

ii. Prepare the monthly credit card and travel expense reports

iii. Distribute payroll and payable checks

e. Prepare and facilitate IT equipment and help desk requests

i. Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

f. Maintain office supplies inventory

i. Determine inventory level; anticipate needs; place orders; and verify receipt of purchases

ii. Ship brochures/pamphlets

2. Travel Arrangements:

a. Coordinate airline, hotel and other required reservations

b. Prepare travel requests

3. Events (National Convention, Washington Conference, Spring/Fall Meetings):

a. Prepare invitations, agenda, reports, etc., in connection with events

b. Arrange logistics (transportation, on-site points of contact, schedule, etc.)

c. Communicate with participants to coordinate details and gather required information

d. Travel in support of the organization, as required

4. Perform other duties as assigned.

REPORTING RELATIONSHIP (reports directly to): VA&R Director

MINIMUM SKILLS REQUIRED FOR ESSENTIAL FUNCTIONS:

Education/Technical Knowledge:

High school diploma or equivalent; college degree preferred

Additional Skills Needed:

· Proficient in Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.)

· Knowledge of office management systems and procedures

· Excellent time management skills and ability to multi-task and prioritize work

· Attention to detail and problem-solving skills

· Excellent written and verbal communication skills

· Strong organizational and planning skills

Experience:

3 years up to 5 years

Supervision of Others:

This position involves no responsibility of authority for the direction of others.

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