Administrative Assistant/Investigator

About the Role

The Administrative Assistant/Investigator in the Veteran Services Department provides essential support by performing a variety of clerical, administrative, and customer service tasks. This role ensures efficient operation of the office and supports the department’s mission to provide high-quality services to veterans and their families.

Responsibilities

• Assists Veterans with acquiring copies of their service records.
• Assists Veterans and/or surviving spouses/dependents in determining proper documentation required to support a claim for MGL Chapter 115.
• Investigates to determine income and asset levels, as well as living conditions and arrangements.
• Generates the monthly payroll and distributes the checks accordingly.
• Collaborates with and refers Veterans to various social service agencies (including Massachusetts Department of Veterans Services (MDVS)) to determine alternative sources of income, employment, housing, education, mental health, quality of life issues, etc. for Veterans and/or surviving spouses/dependents.
• Informs Veterans and/or surviving spouses/dependents of potential alternative sources of benefits.
• Provides continuing casework services to clients for all unresolved VA/MGL Chapter 115 cases.
• Manages and maintains continuous oversight of each assigned active MGL Chapter 115 case to ensure compliance with program directives and regulations (108 CMR & MDVS Directives), to ensure compliance with employment plans when required, to ensure continued client eligibility, and to ensure proper distribution of accurate benefits amounts.
• Maintains electronic and paper files of case data as required by the Director of Veterans Services or applicable law(s); maintains confidentiality of client records in accordance with applicable laws.
• Interacts with MA Department of Veterans Services authorizers to ensure accuracy of submissions for reimbursement claims.
• Maintains accurate burial records on deceased Veterans.
• Performs accounting duties relative to department expenditures and budget preparation.
• May assist with and participate in outreach work; may attend civic and Veteran events.
• Performs other duties as assigned or required, related to assist department function.

Requirements

• High school diploma or equivalent; candidates with experience in social work/human services is preferred but not required.
• Three to five years of progressively responsible experience as an administrative assistant, in a fast-paced, dynamic office setting with frequent interruption; experience with Veteran benefits is preferred but not required.
• Excellent organizational, typing, and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet, and spreadsheet applications.
• Working knowledge of office software and machines.
• Firm understanding of math as well as knowledge of accounting techniques.
• Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with Veterans and their families, other employees, department heads, and City officials.
• Ability to maintain confidential information.
• Ability to understand and follow directions and take the initiative in completing assignments.
• Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
• Ability to follow departmental rules, regulations, policies, and practices in all aspects of the job.

Working Conditions

The role is office-based in a dynamic municipal building with normal to heavy foot traffic. The incumbent will frequently interact and communicate with the public, government officials, other staff members, and third parties. The position requires good vision for preparing reports and good hearing for telephone and in-person communication.

Physical Requirements

The incumbent is required to operate standard office equipment, including computers and keyboards, and move throughout the municipal office/building. Work is largely sedentary but may periodically involve lifting/moving objects weighing up to 25 pounds, with some pulling, pushing, or reaching above desk and file drawers.

Pay

Starting rate: $25.10 an hour. Annual increases up to $35.78 an hour.

Schedule

Monday – Friday, 35 hours per week (8:30 AM – 4:00 PM).

Benefits

• Health Insurance
• Dental Insurance
• Life Insurance
• Retirement Savings Plan
• Up to 14 paid Holidays
• Personal Days
• Vacation Time
• Earned Sick Leave
• Employee Assistance Program
• Tuition Reimbursement