Montana Veteran Jobs

The Montana Department of Public Health and Human Services (DPHHS) has a career opportunity as an Administrative Assistant at the Montana Veteran’s Home. * * The Montana Veterans' Home (MVH) located in Columbia Falls is a Medicare/Medicaid and Veterans' Administration certified facility with 105 intermediate/skilled-care beds and 12 domiciliary beds. The nursing facility includes a 15-bed Dementia Care unit. MVH has been providing services to Veterans since 1896. The Montana Veterans' Home is located next to the Flathead River just minutes away from Glacier National Park. A large pavilion, walking paths and protected courtyards provide ample opportunities for outdoor access. The facility offers individual and group activities, spiritual services, support group services and social services. The skilled and rehabilitative services include physical therapy, occupational therapy, speech therapy and dietitian services. * * TheAdministrative Assistantis assigned to the business office under the general supervision of the HR/Accounting Supervisor. The Business Office conducts all payroll and personnel business, all resident financial transactions, all state and federal financial accounting, and general business activities within the work unit including budgeting, revenue collections, purchasing, inventories, and human resources that support staff of up to 180 employees and up to 117 residents. Why Join DPHHS Our mission at DPHHS is to serve Montanans in their communities to improve and protect the health, safety, and well-being, and to empower independence. By joining our department, you will have the opportunity to perform meaningful work in public service to our state and its residents. The State of Montana's comprehensive benefits package includes healthcare coverage, retirement plans, paid vacation (15 days per year), sick leave (12 days per year), and holidays (11 per year), work/life balance, and eligibility to participate in the Public Service Loan Forgiveness (PSLF) program. In addition, DPHHS is the largest state agency with a wide range of advancement opportunities whether you are joining the workforce or have several years of experience. Major Duties or Responsibilities: * A. Administrative Support* * Answers telephones and receives the public. * Prepares correspondence for administrative supervisors meeting agendas, meeting minutes and reports. * Assists in distributing mail for facility residents and staff. * Assists with inventories, purchases, projecting needs, ordering, receiving supplies, and issuing supplies to staff. * Assists in distributing mail for facility residents and staff. * Distributes all internal staff correspondence via staff mailbox system. * Helps maintain key system for outbuildings and vehicles to control access and provide security using a check-out/check-in system. * Maintains and secures office filing system to provide security during non-business hours and by filing data in alphabetical order. * Secures cost of advertising. Places ads for facility recruitment in state and local newspapers. * Assists and completes all collection reports and deposit slips to account for deposits of money into banks, and to track sources of deposited funds by accurately filling out deposit slip information, collection report information, and journal information according to business office procedures. * Builds and maintains spreadsheets that contain various data sources. Formulates and designs forms that help facility supervisors. Collects data for management and supervisors, which aides in the management of the facility. * Researches, gathers, and prepares facility data and information that is requested and used at the SLTC Division level regarding budget, accounting, Human Resources, and resident services. * Assists with the business needs of residents, banking, mail, filing, copying, faxing and any other needs of the day-to-day operations of the Business Office. * Records resident's deposits as part of a daily check and balance system as per State Auditor recommended procedures. * Assists in the preparation and distribution of the VA monthly per diem billing with Fort Harrison. * Tracks, monitors, and prepares monthly New Employee Orientation and Annual training schedule and informs supervisors and staff of compliance. * Prepares interview packets and assembles New Employee Orientation and Annual training packets. * Assists with the staff personnel file system ensuring all documents are in the proper place in the file by date. * Prepares facility policies and procedures, deletes old policies from manual, distributes new and revised policies to staff, and maintains policy and procedure manual in the prescribed order of the Policy and Procedure Committee. * B. *Resident Account Management * Deposits monies and completes collection reports for individual residents to account for each residents' financial transactions following Business Office Policies and Procedures. * Disburses cash and orders personal supplies for individual residents to address and account for each resident's needs and account for each resident's financial transactions following Business Office Policies and Procedures. * Writes checks for individual resident expenses, in communication with the Reimbursement Division, to pay and record each resident’s monthly financial obligations following Business Office Policies and Procedures. * Balance resident accounts daily and replenish cash on hand by comparing computerized individual resident account balances to computerized bank balance to the real bank balance to account for all resident financial transactions and to account for cash on hand following Business Office Policies and Procedures. * Close computerized resident accounts and prepares necessary documents and funds to comply with any Federal, State, County, and VA rules and regulations to account for individual resident fund balances following Business Office Policies and Procedures. * Maintains individual resident financial history by placing receipts and other financial documents in individual resident files to account for financial transactions following Business Office Policies and Procedures. * C. Other Duties* * Maintains staff mailbox and usage of staff locker records by number. * Performs various bookkeeping, human resources, and personnel duties as assigned. * Coordinates use of the main conference rooms to ensure room availability for all facility departments. * Fills in for other office staff to address staffing shortages, vacations, and sick leave by performing essential functions that are required by the business office daily. * Shreds documents following business office policies and procedures. * *Physical and Environmental Demands: *Work is typically performed in a shared central office environment. Computer operation and some moderate lifting of documents and files are required. Using personal computer, telephone, adding machine/calculator, greeting the staff, residents and public. Work involves lifting, pushing, pulling, bending, reaching and extensive sitting. Critical physical demands: Lift 20lbs rarely; Push/Pull 20lbs rarely; Reach forward and below occasionally. *Knowledge, Skills and Abilities: Required for the first day of work: * Interpersonal, oral and written communication skills. * Ability to work with a multitude of people in a centralized area. * Record of success working with the public and communicating effectively and positively. * Knowledge of telephone systems and etiquette. * Positive attitude and ability to promote teamwork within the department. * Organized, time management/prioritizing tasks and meeting deadlines. * Ability to work with office computer programs, phone systems, 10-key, office equipment, and tools. * Prefer experience with Microsoft Office, SABHRS, and Quicken software. * Prefer knowledge of VA and state of Montana policies and procedures. * Ability to learn and be cross trained to provide assistance and backup to payroll, accounting and human resources. Minimum Qualifications (Education and Experience): * High School Diploma or Equivalent. * Three years of experience in office management or technical administrative support. * Two years experience with Microsoft Office and other related computer applications. * One year of experience with Quicken or accounting software. * Knowledge of SABHRS Financials/Human Resources is preferred. * Other combinations of education and experience will be considered on a case-by-case basis. How to Apply: To be considered for a DPHHS position, _submit your application_ on the State of Montana Careers website.work4dphhs.com. Successful applicants will be subject to background checks relevant to the position and must pass reference checks before an offer will be extended. DPHHS is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply. For a copy of the full job description or if you need a reasonable accommodation in the application or hiring process, contact DPHHS Human Resources at 406-897-6084. This position is open until filled with frequent screening of applicants. *Title: *Administrative Assistant * Location: *Columbia Falls Requisition ID: 24142376

Montana Jobs