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This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/13414798

The Administrative Assistant serves as the primary administrative support for the Veterans Assistance Commission (VAC) of Macoupin County. This position works directly under the supervision of the Superintendent and is responsible for ensuring efficient, compliant, and professional daily operations of the VAC office. The position requires a high standard of integrity, confidentiality, and commitment to service for Veterans and their families.The ideal candidate is organized, detail-oriented, and dedicated to the Veterans-serving mission of the Commission. Experience working with Veterans, military families, or government agencies is highly valued.

The following duties represent the primary responsibilities of this position. Additional duties may be assigned by the Superintendent in accordance with the operational needs of the VAC.

Administrative Operations

• Plan, establish, and implement office procedures, records management practices, and administrative workflows in accordance with VAC policy and Illinois Records Act requirements.
• Serve as primary point of contact for Veterans, surviving spouses, dependents, and the general public via telephone, in person, and in writing; provide accurate information and appropriate referrals.
• Manage and maintain the VAC appointment calendar, scheduling claims appointments, assistance appointments, and Commissioner meetings per the Superintendent\'s direction.
• Prepare, process, and maintain all official VAC correspondence, incoming and outgoing mail, and documentation per established naming conventions and retention schedules.
• Order, track, and manage office supply inventory; process purchase orders and maintain procurement documentation per VAC policy.
• Process and reconcile mileage vouchers, p-card statements, and payment voucher documentation for Superintendent review and approval.

Financial & Payroll Support

• Prepare and maintain payroll records in compliance with VAC payroll procedures; submit payroll documentation in a timely and accurate manner.
• Coordinate, maintain, analyze, and summarize fiscal and statistical data; prepare financial summaries and support materials for the Superintendent\'s monthly, quarterly, and annual reporting obligations.
• Assist the Superintendent in tracking budget expenditures against county cost center allocations and preparing budget reports for the Commission and County Board.

Records, Reporting & Compliance

• Maintain the VAC digital file system in accordance with the Illinois Records Act (50 ILCS 205), VAC retention schedules, and Illinois Records Office compliance requirements.
• Manage records intake and pending upload staging for the Tyler Enterprises VBS Software system, including document preparation and quality review prior to Superintendent upload.
• Assist with compiling data and supporting documentation for the VAC\'s annual county report and Governor\'s report as required under 330 ILCS 45.
• Maintain FOIA compliance documentation, including FOIA logs, request files, and response records per 5 ILCS 140.

Equipment & Office Management

• Operate and perform basic troubleshooting on office equipment including computers, copiers, printers, fax machines, and phone systems; coordinate maintenance and repair as needed.
• Proficiency in Microsoft Office Suite, Tyler Enterprises VBS Software (as trained), and other software platforms adopted by VAC.
• Perform all related administrative duties as assigned by the Superintendent.