Northampton County will require all newly hired employees to be fully vaccinated against COVID-19 before beginning employment with the County. This policy applies to all new hires who receive an offer of employment on or after December 1, 2021.

In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Please answer any supplemental questions truthfully and completely. Use the employment history section of your application to substantiate your answers to supplemental questions.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application. Applicants who do not meet the Minimum Requirements will not be considered for the position. After the Application Review, qualified, eligible applicants will move on to the next step, either a Written Exam or an Education and Experience Review.

There is not a Written Exam for this position; instead, we will conduct an Education and Experience Review, in which we assign points to each applicant's education and relevant work experience as depicted on their application. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment on their employment application so that we are able to accurately assess their experience. Eligible candidates will be ranked on an Eligibility List based on their total score on the Education and Experience Review.

Equal Employment Opportunities – It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst, at schristman@northamptoncounty.org or 610-829-6382.

GENERAL PURPOSE

The Clerical Specialist – Veterans Affairs is responsible for performing a variety of administrative and professional functions for the coordination of programs and services for the Veterans Affairs office. This position independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department’s mission.

SUPERVISION RECEIVED

This position reports directly to the Director of Veterans Affairs.

SUPERVISION EXERCISED

This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION

First point of contact in office and is responsible for greeting guests in a professional, friendly manner. Answers routine questions, general informational requests, and complaints, or directs to appropriate Veterans Affairs staff when necessary. Maintains monthly sign-in log.

Answers telephone and is responsible for maintenance of voicemail.

Manages office calendar which includes scheduling of appointments, staff meetings, and training sessions. Notifies appropriate parties of scheduled items, ensuring sufficient notice. Assembles and makes sufficient copies of records, agendas, training materials, and other information required. May take part in meetings, hearings, etc., providing assistance and securing information, decisions, and directions for subsequent actions.

Prepares and maintains permanent burial record for the County and Department of Military Affairs. Responsible for maintaining files of deceased Veterans and processing all necessary paperwork.

Assists with the management of Veteran Burial Card organization and applications.

Assists with processing of new burial and headstone applications which includes retrieving obituaries, creating folders, processing invoices, and utilizing existing spreadsheet(s) to track payments.

Assists with processing and filing of Veteran’s Grave Registration forms and tracking spreadsheet.

Assists with maintenance of annual Supplementary List including compiling obituaries.

Processes all mailed correspondence received in department, including opening and distributing incoming mail.

Assists with the management and organization of Veteran Affairs applications for veterans and family members which may include interviews and filing claims on behalf of veterans and their beneficiaries.

Coordination of staff attendance at various veteran functions.

Assists with the annual Flag Bids and cemetery flag replacements each May, including creating the purchase order and processing of invoice, as well as coordinating flag distribution to organizations and volunteers.

Assists with the management of microfilm storage of military discharge and DD214 records, and registry of Veteran Graves, for Northampton County Veterans. Processes requests for copies of documents as needed.

Assists with processing of Veteran recorded discharges which includes entering information into Vet Tracker database, maintaining files, and creating/sending wallet cards to Veterans.

Assists with processing of Memorial/Armistice Day reimbursement applications from Veterans’ organizations.

Assists with processing registration forms, and creation of ID cards, for Veterans Discount Card program.

Responsible for correspondence and transactions between cemeteries, monument companies, and Veteran families for orders for foundations and inscriptions.

Determines when VA forms and office supplies are needed, and initiates order.

Assists with completion of disabled veteran’s tax exemption applications.

• An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE – Completion of a high school, or general equivalency diploma; AND

At least three (3) years of full-time clerical work experience, preferably in a government or social service setting; AND

Employee assigned to this title will be required to possess and maintain a valid and current motor vehicle operator’s license. Must have an acceptable driving record. Personal vehicle required for County business, employee is eligible for mileage reimbursement.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of all laws and regulations regarding Veteran’s Affairs functions, as well as the ability to learn associated rules and changes.

Knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges.

Thorough knowledge of proper records management, retention of records, and cataloguing of files.

Ability to maintain confidential and sensitive information.

Ability to prepare and analyze comprehensive reports, carry out assignments, and administer existing and proposed programs.

Ability to communicate effectively verbally and in writing.

Ability to establish and maintain effective working relationships with employees, supervisors, managers, other agencies, and the public.

Ability to read, write, speak, understand and communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT

Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience, oral interview and reference check as well as job related tests may be required. The 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 requirements of the job change.

FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)

DESIGNATION: CAREER SERVICE

PAY GRADE: RU-17

UNION STATUS: AFSCME RESIDUAL NON-PROFESSIONAL UNIT

Created November 2022