Executive Assistant providing comprehensive administrative support to senior leadership at Huron. Responsible for managing schedules, communications, and office operations in a hybrid role.
About the role
- Executive Assistant supporting the Florida Department of Veterans' Affairs in office administration and communication tasks. Handling various administrative responsibilities for the Director and veteran services.
Responsibilities
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Responds to scheduling inquiries from County Veteran Service Officers and refers all claims and hospital inquiries to the Veterans’ Service Officer Supervisors or Bureau Chiefs.
- Advises County Veteran Service Officers (CVSOs) and their staff, (VSOs and Counselors) in proper steps to take in contacting state and county assistance.
- Conserves Director’s time by reading, researching, and routing correspondence; drafting letters, documents and award certificates; collecting and analyzing information; initiating telecommunications.
- Maintains Director’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Maintains customer confidence and protects operations by maintaining confidentiality in Veterans’ information.
- Prepares reports by collecting and analyzing information.
- Secures information by completing data base backups.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics to include meeting minutes, development of the agendas for mandatory training for the statutorily mandated certification course and conferences, and development of power point presentations, detailed training materials and critiques.
- Establishes and maintains effective communication via email and telephonic methods with the County Veterans Service Officers (CVSOs) statewide in Florida, and as necessary in other states.
- Establishes and maintains training programs which are measured via testing, certification and formal student feedback, as well as annual distribution to promote FDVA and serve as the American Legion Department Service Officer of the State of Florida, and as such, present quarterly statutorily mandated initial certification training, represent FDVA and attend semi-annual training and testing with the American Legion, directs training for the American Legion Post Service Officer training, retrieve training materials and ensure SVSOs in the Bureau of Field Services and Bureau of Claims Services receive training on new VA policies, Federal Register changes, and newly defined disabilities.
- Prepares the certification and semi-annual recertification tests, as well as the entire training manual with new legislative changes and distributes to VA Regional Counsel for approval.
- Updates the training manual as necessary, refer to Regional Counsel for review.
- Serves as the point of contact for the CVSOs to clarify statutes, monitor accepted newly hired VSOs for certification training.
- Performs administrative duties to include, planning, staffing of major statewide semi-annual Florida Department of Veterans’ Affairs (FDVA) and CVSO Conferences for Veterans Service Officers (VSOs), development, execution, and evaluation of training programs to comply with Florida Statutes which maintain the training, testing and certification of all CVSOs, initial and recertification and maintain communication with other National Service Organizations.
- Supports legislative inquiries and responds to entire Executive Board of Directors as needed.
- Annually, drafts changes per legislation, statutes and federal register inputs to the training manual for submission to the USDVA Regional Counsel for review and comments, and publishes the new manual once edits and commentary from Regional Counsel is received.
- As the American Legion Department Service Officer, drafts correspondence for response to correspondence to the American Legion from Veterans for assistance.
- Confers with American Legion leadership, statewide and nationwide, regarding recent legislative changes and proposed new legislation and effectively distributes communications to FDVA partners.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording and writing meeting discussions and minutes to distribute to meeting attendees.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
- Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Contributes to team effort by accomplishing related results as needed.
- Prepares and analyzes reports for the Director’s review, such as, but not limited to monthly, quarterly and annual reports, and the long range budget plan, and benefits guide by collecting and analyzing information.
- Secures information by completing data base backups.
- Other duties as assigned.
Requirements
- Current employment with the Florida Dept of Veterans' Affairs.
- Three (3) Year’s office administrative employment experience.
- Excellent written and oral communication skills.
- Superior proofreading and editing skills.
- Excellent Interpersonal skills: ability to work well with others.
- Excellent organization and multi-tasking skills.
- Excellent computer skills, including proficiency in Microsoft Office Suite and web-based applications.
- Successful completion of the due diligence process, to include but not limited to, a Level II background check.
Benefits
- Excellent retirement package and optional deferred compensation plan.
- Health, vision, dental, disability, and other supplemental insurance available at reasonable premium rates.
- Paid vacation and sick leave.
- Nine (9) paid holidays and personal day.
- Tuition waiver available for State Universities and Community Colleges (up to 6 credits per semester).
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