Veterans Clerical Support (Veterans Services Department)

Salary: $18.29 Hourly
Location : Alexandria, MN
Job Type: 30 hours per week
Job Number: 10306:12/20/2023
Department: Veteran Services
Opening Date: 12/20/2023
Job Description
*This recruitment will remain open until filled with a weekly review of applications!
JOB TITLE: Veterans Clerical-Office Support- (May serve as a Backup Driver on occasion).
DEPARTMENT: Veterans Service
STATUS: 30 hours per week (80% of Full-Time)
(Generally, Monday through Friday, day shifts. At times may involve variable hours based on office and client needs. Must be able to work the assigned schedule).
JOB OBJECTIVES:
The essential purpose of this position provides basic office assistance to the Veteran Service Officer (VSO)/Assistant VSO. Examples of this may include: answering telephones, returning phone calls, taking, and retrieving phone messages, greeting customers, obtaining basic information from customers which are provided to the VSO/Assistant VSO, faxing, photocopying, scanning, filing, and pickup of supplies. On occasion may need to transport clients to and from various locations.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of those specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Customer Service:

• 100% Customer Service.

Clerical Support:

• Present a positive attitude in the workplace.
• Excellent communication skills to effectively communicate with office personnel and the general public.
• Working knowledge of typical business office machines.
• Strong problem-solving and scheduling skills.
• Ability to work on multiple tasks at one time and the ability to coordinate multiple activities.
• Effectively handle conflict with members of the public and show good customer service skills.
• Keep a log of all Veteran's Office job-related contacts with veterans and the general public.

Driving:

• Occasionally, serve as a backup driver.
• Transports clients to and from various locations.
• Performs daily pre-and post-trip inspections on vehicles; maintains various logs and checklists.
• Assists in coordinating routine maintenance and services such as tire and oil changes, lubrication, general washing, and other functions.
• Maintains fueling and cleaning of transportation vehicles and reports problems to supervisor.
• Calls roadside service in motor vehicle emergencies.

Handling of Money:

• Collects travel pay donations, issues receipts, and submits monies.

Other

• Represent Douglas County in a professional and non-discriminator manner in all internal and external contacts when performing county business.
• Comply with all Douglas County and Department employee policies and procedures, which include ensuring a safe working environment.
• Ensure that assigned activities are carried out in compliance with federal, state, and county mandates.
• Demonstrate integrity, respect, ethics, confidentiality, and excellence in work performance.
• Maintains valid driver's license.
• Participates in defensive driver training.
• Professionally communicate current and accurate information to the public.
• Keeps immediate supervisor well informed of all important matters pertaining to assigned job responsibilities and seeks direction when appropriate.
• Reliable, predictable attendance and punctuality.
• Other duties, as assigned or apparent.

Access to Not Public Data
The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, incumbent must properly store the not public data according to the provisions Ch. 13.
If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee's work assignment no longer requires access.
REQUIRED MINIMUM QUALIFICATIONS AT HIRE:
Education
High School Diploma or GED Experience.
Experience
Proficiency with computer software such as Phone, Microsoft Windows, Word, Excel, and Outlook.
Previous experience in Customer Service.
Licenses and Other Requirements:
Possession of valid Minnesota Driver's license.
Pass and maintain an acceptable criminal background check.
Pass and maintain an acceptable driving record.
REQUIRED MINIMUM KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES AT HIRE:

• Thorough knowledge of state and local laws governing the operation of motor vehicles on highways and city streets.
• Skill in the operation of vehicles and large passenger vans in all weather conditions and metro areas.
• Skill in managing time to meet deadlines and appointments.
• Ability to use a computer or tablet to record time and maintain records.
• Ability to adapt and perform under stress when confronted with an emergency or tight deadline.
• Ability to record and deliver information, explain procedures, and follow oral and written instructions.
• Ability to communicate effectively and efficiently with clients/passengers, coworkers, and the public.
• Ability to drive for extended periods of time.
• Ability to communicate with individuals with diverse medical conditions.
• Ability to interact and provide high-level customer service & public relations.
• Strong problem-solving and scheduling skills.
• Ability to handle information with discretion and in a confidential manner. (MN Data Practices Act and HIPAA laws).
• Ability to work independently as well as part of a team.

PREFERRED / DESIRABLE QUALIFICATIONS
Education
See required minimum qualifications at hire.
Experience
Previous experience providing basic office support
Previous experience with office equipment.
Previous experience using a computer or handheld device such as a smartphone or tablet.
Previous experience driving a passenger van.
PREFERRED / DESIRABLE KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES:
Experience with Office Equipment. Computer or handheld device such as smartphone or tablet.
WORK ENVIRONMENT
Public building.
Minnesota roadways operating a passenger van.
Medical facilities.
HOURS
Generally, Monday through Friday, day shifts. At times may involve variable hours based on office and client needs. Must be able to work the assigned schedule.
PHYSICAL DEMANDS CAN INVOLVE, BUT ARE NOT LIMITED TO:
Amount Lifted:
Amount Lifted Up to 10 lbs.: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days;
Amount Lifted 11 to 20 lbs.: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Amount Lifted 21 to 30 lbs.: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Amount Lifted 31 lbs. to 40 lbs.: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Amount Lifted 41 to 50 lbs.: Not Present; Amount Lifted 51 to 60 lbs.: Not Present;
Amount Lifted 61 to 70 lbs.: Not Present; Amount Lifted 71 to 80 lbs.: Not Present;
Amount Lifted 81 to 90 lbs.: Not Present; Amount Lifted 91 to 100 lbs.: Not Present;
Amount Lifted 101+ lbs.: Not Present; Amount Pushed or Pulled Up to 10 lbs.: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Amount Pushed or Pulled:
Amount Pushed or Pulled 11 to 20 lbs.: Not Present; Amount Pushed or Pulled 21 to 30 lbs.: Not Present; Amount Pushed or Pulled 31 to 40 lbs.: Not Present; Amount Pushed or Pulled 41 to 50 lbs.: Not Present; Amount Pushed or Pulled 51 to 60 lbs.: Not Present; Amount Pushed or Pulled 61 to 70 lbs.: Not Present; Amount Pushed or Pulled 71 to 80 lbs.: Not Present; Amount Pushed or Pulled 81 to 90 lbs.: Not Present; Amount Pushed or Pulled 91 to 100 lbs.: Not Present; Amount Pushed or Pulled 101+ lbs.: Not Present
Vision:
Near Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Far Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Depth : Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Field of Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Color : Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days
Contact With Others:
Works Alone: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days;
Works with Others: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Works around Others: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days; Customer/Public Contact : Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Clients with Behavior Challenges : Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days;
Communications:
Talking: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Hearing: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Reading: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days
Basic Body Positions:
Sitting: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Standing: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Walking/Moving About: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Climbing: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Balancing: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Crouching: Not Present; Kneeling: Not Present;
Crawling: Not Present
Motor Skills:
Handling: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days;
Grasping: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days;
Using Fingers: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Reaching: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days;
Feeling: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Driving: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Exposures To:
Mechanical Equipment: Constant: = Range: 5 hrs., 18 min to 8 hours or 174+ days;
Electrical Equipment: Not Present;
Pressurized Equipment: Not Present;
Burning Material/Equip: Not Present;
Explosive: Not Present;
Radiant Energy: Not Present;
Moving Equipment: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Moving Equipment: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Heights: Not Present;
Fumes/Odors: Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Dirt/Dust: Not Present;
Gases: Not Present
See also the Physical and Environmental Factors Form.
EXAMPLES OF EQUIPMENT USED

• General office equipment, computers, and handheld devices such as a smartphone or tablet.
• Van.

OTHER
All listed above are essential functions of the job.
Supervision Received: Veterans Service Officer
Supervision Exercised: None
Labor Group: Non-Union
FLSA Status: Non-Exempt
Grade: 3
EEO Job Category:
Work Comp Code:
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.
Revised:3/2023
Douglas County offers an exceptional benefits package to full-time employees including vacation, sick, funeral leave, and holiday pay. Also included in this benefit package are health, dental, and life insurance; medical and dependent care reimbursement accounts (Section 125 Plan) and supplemental insurance; deferred compensation plan and Public Employees Retirement (PERA). For a more detailed overview of our benefits package,
Benefits may offered on a pro-rata basis or not offered for less than full-time employment.
01
INSTRUCTIONS:The responses you provide to these Supplemental Questions will be used in combination with your application to determine whether you meet the qualification requirements and/or your final score.1) DO NOT submit a resume in place of completing the Supplemental Questions. 2) DO NOT type "See Resume" as a response for any of the supplemental questions or on the employment application. 3) Thoroughly complete the Education and Work Experience sections of the application. 4) Give detailed descriptions of each position that you feel qualifies you for the job you are applying for. 5) Be sure to accurately report dates and hours worked per week.6) Concisely, briefly, and accurately complete the Supplemental Questions. 7) Be sure to cross reference where in your Education and Work Experience you learned your skills.8) Any information you submit may be verified. 9) Failure to provide detailed and complete information may result in your application being rejected or receiving a lower score.10) You must have a valid e-mail address to apply for jobs with the Douglas County. All communication regarding your application and status will be done by e-mail. If you do not have an e-mail address listed in your profile, you must include one before you submit and confirm your application.

• I acknowledge that I have read, understand, and agree with the above statements.

02
Are you willing and able to undergo a thorough criminal background & driving record investigation?

• Yes
• No

03
Have you achieved a high school diploma or G.E.D. (General Educational Development) or N.E.D.P. diploma?

• Yes
• No

04
Do you currently possess at least a valid Class D, Minnesota State Driver's License?

• Yes<...