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State of Montana Administrative Assistant (00564) in Livingston, Montana

/*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. */

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/Materials required/

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Materials Required of Applicants:

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

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  • Supplemental question(s): How has your education and work experience prepared you for this job?

  • Cover letter

  • Resume

  • Professional References:

o Please provide 3 professional references, work relation, and contact number

(Please type responses in a Word document and attach to application. HELPFUL HINT: When attaching a document you must check the “relevant document” box to ensure your attachments are uploading correctly to the specific application. Please do not attach more than requested. If you have more than 25 attachments in the system you will need to email these to:hhshumanresources@mt.gov. Failure to attach the required material will conclude in an incomplete application. You must also keep those relevant boxes checked once you submit your application; if you uncheck the box with an active application it will delete the attachment.)

This position provides assistance to numerous units and bureaus within Child and Family Services Division to ensure efficient office operations, effective training coordination, and strict adherence to requirements of policy documentation and retention. Responsibilities include: 1) acting as the main point of contact for central office and the Division; 2) coordinating the administration of the statewide training program to ensure effective delivery of training services; and 3) providing complex technical assistance with regards to maintaining the Child & Family Services Division policy manual, a public facing document critical to the successful operation of field services to children and families, and required in litigation of Child & Family Services.

Major Duties or Responsibilities:

Administrative Duties

  • Answers mutli-line phones and directs calls to appropriate staff, other office or agency, acting as liaison between the general public and CFSD.

  • Opens and directs correspondence to appropriate staff.

  • Coordinates mailing requiring knowledge ofUPS, FedEx and USPS procedures.

  • Provides administrative assistance to central office staff regarding foster care, grants, adoption, independent living, workload analysis, contracts, and other fiscal and operational duties.

  • Conducts background checks through the CAPS system, compiles results and mails response to the requesting party.

Training Coordination

  • Arranges for facilities and meeting space for training, conferences and committee meetings conducted statewide. This includes reserving blocks of rooms for attendees, determing and procuring adequate meeting space, arranging for appropriate catering, and reviewing large and complex billing for accuracy, resolving discrepancies before submitting for payment.

  • Maintains multiple training and activity calendars.

  • Maintains training record database for Division.

  • Maintains and coordinates conference room scheduling at central office.

Policy Manual Editor

  • Coordinates the review and update of the CFSD Policy Manual, developing effective processes for document and data control to ensure preservation of version histories. Policy is a requirement in, and critical to, the litigation of CFSD cases, and accurate maintenance of version history is vital to this process.

  • Ensures consistency in formatting and editing for continuity in writing style; inserts hyperlinks and forms; and ensures the accuracy of statute and administrative rule citations/versions.

  • Develops and maintains effective electronic storage of the CFSD policy to ensure ease of access to most current version to field staff.

Special Projects

  • Completes special projects as assigned by the division Administrator and Bureau Chiefs.

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Physical and Environmental Demands:

Typical office environment with keyboarding responsibilities.

Required for the first day of work:

  • Knowledge of office practice and procedures, business English and legal terminology, spelling, editing and composition.

  • Effective written and oral communication skills.

  • Professional customer service skills.

  • Ability to monitor and maintain information flow in and out of the central office.

  • Ability to develop and maintain cooperative working relationships.

  • Ability to plan, organize, and gather information.

  • Ability to evaluate information and make sound decisions.

  • 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 learn and teach new computer skills.

  • The skill to adjust to constant change, be sensitive to children and families, and maintain strict confidentiality guidelines.

Preferreds:

  • Knowledge of Child and Family Services Division’s policies and procedures.

  • Knowledge of the Department of Public Health and Human Services computerized information management systems, CAPS applications, and the ability to learn and teach new computer skills.

  • High school diploma or GED and four years of directly-related work experience.

  • Or completion of a two-year Administrative Support/Office Management vocational program or post-secondary curriculum and two years of directly-related work experience.

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

Job: *Community/Social Services

Title: Administrative Assistant (00564)

Location: Livingston

Requisition ID: 19142306

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