Part-time Housing/Veterans Service Officer Clerk

Supervised By: Director of Otsego County Housing/Veterans Affairs, Grants and Special Programs

Supervises: No supervisory responsibility

Position Summary

Under the supervision of the Director of Otsego County Housing, Veterans Affairs, Grants and Special Programs the Housing/Veterans Service Officer Clerk position provides support to the office by typing forms, reports, correspondence and other materials, entering data to the computer, maintaining filing systems, and performing related functions. Assists with processing and managing client documentation, files and receipts mortgage payments for the programs and grants administered by the department. Prepares year-end reports and forms related to IRS reporting. Will assist by providing information for Otsego County Veterans and their dependents in obtaining Veteran Affairs benefits and through federal, state and local agencies. Prepare and submit claims, appeals and benefits per federal and state statues on behalf of Veterans and their dependents to the Department of Veteran Affairs (VA) and various Veteran organizations. Travels and attend required housing and Veteran conferences, meetings and outreach services.

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Assist the Director of Housing, Veterans Affairs, Grants and Special Programs in verifying and managing client documentation by verifying information supplied by the applicant.

Receipt and process client applications and documentation for housing grant.

Prepare and close mortgage documents with homeowners. Manage all housing files to ensure property taxes, homeowners insurance and mortgage payments are current and checks ownership status.

Perform clerical support to the Director of Housing, Veterans Affairs, Grants and Special Programs by screening telephone calls, typing correspondence, forms and reports, entering data to a computer, filing, copying, and providing ongoing customer service.

Receipt mortgage payments, prepare and submit weekly transmittal and deposit.

Prepare and submit default notices to homeowners. Report and manage delinquencies to credit bureau, Administrator of Grants and Special Programs and committee.

Prepare year-end reports and forms related to IRS forms annually.

Verify contractor applications and references and prepares and submits regret notices to high bidders.

Perform a number of administrative duties pertaining to the veterans’ program. Completes affidavit and documents for eligible veterans for property tax exemptions. Completes documents for county and federal burial for deceased veterans’ families.

Assist veterans in completing Veterans Affairs (VA) healthcare enrollment forms, obtain DD214 military discharge, service medical records and medals.

Assist in ordering VA furnished headstones, grave markers, and flags.

Interview veterans and/or their dependents to determine eligibility for benefits and services in the office and on-site event locations in Otsego County.

Ability to lift and transfer office equipment and setup at various event locations each month.

Assist veterans and/or their dependents in completing and filing VA application claims for non-service connected pension, service connected compensation, death pension, dependency and indemnity compensation, medical care, loans, death benefits, insurance, education benefits and all related VA benefits. May assist in Department of Defense claims, survivor benefits and referrals.

Create and maintain various word and excel spreadsheets and collect data for reporting purposes.

Check all pending Veterans and surviving spouse claims daily through the VA access systems.

Assist the Director with client relations by performing other support tasks.

Perform other duties as directed.
Requirements include the following:
High school diploma or equivalent and one year of experience in clerical support of a responsible nature of work related housing and veterans affairs services and grant programs. Possession of an associate’s degree and/or substantial course work in sociology, psychology, business administration or closely related field. At least one year of full time work experience in the field of counseling or social work.

The county, housing and veterans programs, at its discretion, may consider an alternative combination of formal education and work experience.

Preferred
Service in the United States Armed Forces with an honorable discharge from the most recent period of service and/or successful completion of a United States Department of Veterans Affairs approved National VSO accreditation training programs preferred.

Required knowledge, skills and abilities
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Ability to learn the basic structure of grant programming as it pertains to housing programs.
Ability to learn the principles and practices of veteran affairs, counseling and advocacy for veterans, dependents, and survivors.
Ability to understand local, state, and federal laws, rules and regulations as they relate to veteran benefits, services and programs.
Ability to prepare comprehensive claim statements and communication skills, both orally and in writing.
Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with county employees, contractors to the county, representatives of other governmental units, professional contacts, elected officials and the public.
Considerable typing skills in the use of office equipment and technology, including Microsoft Office applications, Excel, Adobe, county, federal applications and state grant database entry with the ability to learn new software programs applicable to the position.
Ability to display compassion, empathy, stability and patience while dealing with distressed individuals. Cope with difficult and/or emergency situations requiring immediate decisions.
Ability to establish and maintain effective and professional working relationships with elected officials, administrators, department directors, county employees, professional contacts and the general public.
Ability to prepare comprehensive claim statements and communication skills, both orally and in writing.
Ability to understand and interpret detailed medical records.
Knowledge and comprehension of laws, rules and regulations regarding veteran’s benefits.
Excellent organization and efficiency skills in assembling and analyzing data, research military and medical records, prepare comprehensive statements and accurate reports. Skill in assembling and filing data and maintaining multiple housing and veteran files and accounts.

Special Requirements
As a condition of employment, an employee in this classification must attend and continue a United States Department of Veterans Affairs approved national and or state Veteran Service Officer accreditation courses, the TRIPP training program, receive accreditation certificate, and apply for cross accreditation with veteran service organizations. Continuation of attendance of yearly
Veterans Service Officers national and state conferences of accreditation trainings per required unit of credit hours by traveling and attending all required Veteran conferences and meetings. This position requires The Department of Veterans Affairs to conduct federal finger printing, back ground and security verifications.
Must possess a valid Michigan driver’s license and operate an insured automobile for authorized travel while performing assigned duties, trainings, events and outreach services.
Keep client folders, information and knowledge of all personal information confidential.
Computer access shall not be shared and kept confidential.

Tools & Equipment Used
Office computer and mobile laptop and printer using Microsoft Office, Adobe, Excel and software program specific to veteran’s benefits, copy machine, fax machine, document scanner, postage machine, fax machine, calculator and telephone.Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.