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State of Montana Administrative Assistant (14670) in Great Falls, Montana

Who We Are:

The/Department of Public Health and Human Services (DPHHS)/ seeks to improve and protect the health, well-being and self-reliance of all Montanans.

/Located within the Developmental Services Division of DPHHS/, the/Developmental Disabilities Program/contracts with private, non-profit corporations to provide services across the lifespan for individuals who have developmental disabilities and their families. The focus of the program is to tailor care to the individual and provide it in as natural an environment as possible.//

If you are interested in being part of a helping organization, this position may be of interest to you.

*Job Overview: */ /This position provides office assistance to the Great Falls regional office of the Community Services Bureau, Developmental Services Division. The position provides a wide variety of services such as financial recordkeeping, reception, maintenance of office supplies, creating and maintaining word processing documents and spreadsheets, tracking, processing and recording information, and creating, updating and purging a variety of recordkeeping systems.

Major Duties or Responsibilities:

Financial Recordkeeping

  • Maintains and records resource allocations for all individuals and contractors in the region.

  • Review, process and record provider invoices according to procedure to insure prompt and accurate payment for service. Resolves errors and researches questionable invoices.

  • Ensures individuals billed under waiver services are eligible for Medicaid or waiver services by checking the Combined Health Information and Montana Eligibility System (CHIMES) records. Refers ineligible cases to appropriate authority (Office of Public Assistance (OPA), Quality Improvement Specialist (QIS), Case Manager or Regional Manager).

  • Tracks monthly expenditures for each provider’s service and advises Regional Manager of possibility of need for contract amendments or cost plan reviews.

  • Tracks units billed and financial disbursements on the Agency Wide Accounting Client System (AWACS).

Administrative Support Services

  • Processes payroll and personnel paperwork such as new hire and termination documents.

  • Forwards personnel directives to regional staff.

  • Maintains office supplies and equipment.

  • Provides reception services by phone and in-person.

  • Administers and grades medication tests and issues certification cards.

  • Creates and maintains word processing documents and spreadsheets as needed.

  • Provides assistance to regional staff with office computer applications.

Records Management

  • Completes and updates individual service records and waiting lists for all eligible individuals in the region to insure individual services can be paid for and to accurately track each person's current services and any desired changes. .

  • Tracks service utilization and payment information for each individual.

  • Verifies and enters Individual Client Assessments.

  • Creates and maintains regional tracking systems for a variety of regional functions such as medication certification, operational budget expenditures etc.

  • Maintains regional personnel files.

  • Maintains regional office files and inventory.

  • Purges and disposes of closed and outdated client files.

Physical and Environmental Demands:Typical office environment with keyboarding responsibilities.

Knowledge, Skills and Abilities (Behaviors):

Required for the first day of work:

  • Knowledge of office administrative processes and procedures.

  • Knowledge of bookkeeping and recordkeeping.

  • Effective written and oral communication skills.

  • Professional customer service skills

  • Ability to operate personal computer and general office equipment as necessary to complete essential functions, including using spreadsheets, word processing, database, email, internet, and other computer programs.

  • Ability to develop and maintain cooperative working relationships.

  • Ability to follow written and verbal instructions.

  • Ability to plan, organize, and gather information.

  • Ability to work independently.

  • Ability to maintain confidential information.

  • Ability to accurately track numerous details simultaneously.

  • Ability to maintain confidential information.

Minimum Qualifications (Education and Experience):

  • High school diploma or equivalent.

  • Three to four years of directly related office experience.

  • Other combinations of directly-related education and experience may be considered on a case-by-case basis.

/This is an open-until-filled requisition, with the initial review of applications two weeks after posting/,

/Women (and/or) minorities may be under-represented in this position and are encouraged to apply./

/To be considered for any DPHHS Agency position, applicants must complete and submit their application online, as well as upload any required application materials. Successful applicant(s) are required to successfully pass all DPHHS specific background check(s) relevant to each position./

*/Materials Required of Applicants:

(To be considered in this pool, please submit the following)/*

  • /Cover Letter/

  • /Resume/

Job: *Office/Administrative/Clerical

Title: Administrative Assistant (14670)

Location: Great Falls

Requisition ID: 20142112