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  • Mission Viejo, CA

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Veterans Office Assistant (One or More Positions)

Saddleback College • Mission Viejo, CA

Posted 7 days ago

Job Snapshot

Part-Time
Experience - At least 2 year(s)
Degree - High School
Education - Teaching - Administration
Admin - Clerical
5

Applicants

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Job Description

Summary: 

Under general supervision from assigned supervisory or management staff, performs a variety of specialized office support and clerical duties in support of Veterans Office functions; provides a variety of information and assistance to students, faculty, staff, and the general public relative to assigned area of responsibility; creates and maintains veteran students’ files; inputs veteran students’ personal data and class information into the Veterans Administration (VA) database; provides direction to and trains VA work-study students; and maintains a variety of records and files and generates a variety of reports.

Representative Duties: 

The duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Please see Job Duties for details.

Knowledge of:  

  • Methods and techniques used to respond to students with a variety of veterans service requests.
  • Office assistance and support duties applicable to a veterans service office.
  • Basic principles and techniques used in public relations including methods and techniques of proper receptionist and telephone etiquette.
  • Office procedures, methods and equipment, including computers and applicable software applications such as word processing, spreadsheets, and databases.
  • Basic principles of business letter writing and basic report preparation.
  • Principles and practices used to establish and maintain files and information retrieval systems.
  • Principles, practices, and procedures of record-keeping.
  • Work organization principles and practices.
  • English usage, spelling, grammar, and punctuation.

Ability to:            

  • Learn and understand the organization and operation of the Veterans Office and related program areas as necessary to assume assigned responsibilities.
  • Learn, understand, interpret, and apply general administrative and office policies and procedures.
  • Learn the Veterans Administration education benefits regulations and policies.
  • Learn to accurately enter data into the VA on-line education software program.
  • Perform a variety of office support and clerical duties and activities of a general and specialized nature for assigned veterans services.
  • Respond appropriately to the needs and requests and inquiries from students, staff, faculty, and/or the public; effectively present information in person or on the telephone.
  • Exercise good judgment and maintain confidentiality regarding critical and sensitive information, records and reports.
  • Use sound judgment in recognizing scope of authority.
  • Type or enter data at a speed necessary for successful job performance.
  • Compile and organize data and information.
  • Maintain filing systems.
  • Exercise good judgment in maintaining information, records, and reports.
  • Plan and organize work to meet schedules and changing deadlines.
  • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
  • Adapt to changing technologies and learn functionality of new equipment and systems.
  • Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
  • Work with and exhibit sensitivity to and understanding of the varied racial, ethnic, cultural, sexual orientation, academic, socio-economic, and disabled populations of community college students.
  • Communicate clearly and concisely, both orally and in writing.
  •  
  • Establish and maintain effective working relationships with those contacted in the course of work.

Duties and Responsibilities

  • Serve as receptionist for assigned area; receive office and telephone callers; provide material and information in response to requests for information related to assigned area of responsibility; convey telephone messages; refer callers to appropriate staff for further assistance as needed.       
  • Assist veteran students in applying for VA education benefits including advising applicants of regulations and policies pertaining to their entitlement to VA education benefits and assisting in completion of required paperwork.
  • Process veteran students’ applications for VA education benefits including creating veteran student files, inputting students’ personal and class information into the VA on-line database, and preparing correspondence to and acting on requests from other college Veterans Offices.
  • Process paperwork related to veteran students’ academic progress; prepare correspondence to students and to the VA regarding failed or incomplete courses, academic or progress probation, and benefits suspension.
  • Provide direction to VA work-study students; train and provide technical guidance to new VA work-study students, create and maintain VA work-study students’ work-schedules.   
  • Travel occasionally to local off-campus sites to provide information to prospective veteran students; prepare a variety of documents for publications and marketing pieces including brochures, flyers, event programs, and related materials.
  • Respond to requests for information from the VA.
  • Maintain office supplies and inventories; order, receive, and maintain office supplies and equipment; prepare and deliver requisitions, purchase orders, and work order forms.
  • Utilize various computer applications and software packages; maintain and generate reports from a database or network system.
  • Operate office equipment including computer equipment, typewriter, calculator copier, and facsimile machine. 
  • Perform general clerical work: answer telephones, enter information into computer databases, maintain files and records, receive, sort and distribute mail.
  • Perform related duties as required.

Job Requirements

Education and Experience Guidelines:   

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

Education/Training:        

Equivalent to completion of the twelfth grade. Additional coursework or on-the-job-training in office practices and procedures is desirable.

Experience:       

Two years of general clerical or office experience involving extensive public contact, preferably in a college or other public agency. A military background is desirable.

License or Certificate:    

Possession of a valid California driver’s license and proof of insurability.

Conditions of Employment:        

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Work Environment:       

Work is performed primarily in standard office setting. Duties are typically performed at a desk or computer terminal; subject to noise from office equipment operation; frequent interruptions and contact in person and on the telephone with students, staff, and others. At least minimal environmental controls are in place to assure health and comfort.

Physical Demands:         

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to verbally communicate to exchange information; and may occasionally travel to other offices or locations to attend meetings or to pick up or deliver materials. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.

Additional Position Information:

The information you provide on your application will be used to determine your qualification for this position. Be sure your application reflects all relevant work experience. Applicants must complete all sections of the application. Incomplete applications will not be considered.

Please do not add photographs or confidential data (e.g. social security #, birth date, etc.) to your application package.

A California Public Employees Retirement System (CalPERS) retiree may not accept employment until after the first 180 days of retirement. Anyone retired from CalPERS accepting permanent employment with this District will be required to reinstate as an active CalPERS member. Please contact CalPERS for additional information regarding your retirement status. Any active vested member of California State Teachers Retirement System (CalSTRS), who accepts employment with the District to perform service that requires membership in the CalPERS, is eligible to elect to continue retirement system coverage under CalSTRS.

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