Administrative

Company: State of Montana
Location: Great Falls
Posted on: December 2, 2019

Job Description:

/ 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. // Women (and/or) minorities may be under-represented in this position and are encouraged to apply. /Materials Required of Applicants:(To be considered in this pool, please submit the following)

• Supplemental question(s): How has your education and/or work experience prepared you to be successful in this position?
• Cover Letter
• Resume
• ReferencesThis position is responsible for providing clerical and administrative support services to Child and Family Services social workers regarding foster care, investigative and licensing functions.Receptionist and General Office Responsibilities Assigns case numbers and keeps paper based and electronic files up-to-date in compliance with division standards. Organizes files and researches history of cases. Types correspondents, forms, appraisals, and other miscellaneous documents. Processes travel vouchers and payroll related documents as needed within the unit ensuring all information is accurately recorded. Maintains mileage records for State Motor Pool cars and submits reports to the Regional Administrative Officer upon request. Keeps cars in good condition arranges for wash & vacuum bi-weekly or as needed. Monitors maintenance check records. Assists with new employee orientation, ensures completion of new employee packets. Answers telephone, routes calls, greets and directs visitors, opens mails.Foster Care Review, Compliance and Background Checks Responsible for Child Protection Specialist, criminal, sex offender and drivers license background checks on all applicants who apply to be licensed for daycare, foster care, or adoptions and routes the findings of the checks to the appropriate authority. Maintains a file of cases for foster care review. Schedules and informs workers of upcoming foster care providers according to policy. Types a variety of correspondence such as notification letters of schedules reviews. Ensures and procedures are followed such as ensuring the Judge receives a copy of the results of the Foster Care Review, worker receives a copy for the file, Guardian ad Litem receives a copy and a copy is filed in the compliance file. Maintains updated records of children placed in foster care ensuring files conform to state and federal requirements. Performs preliminary screening such as obtaining name, type of situation and worker identification for appropriate services or information referrals regarding foster care cases and investigations.Administrative Support Services Assists social workers in maintaining data in entering initial demographic information related to client referral in the system, researching information needed. Updates and maintains legal documents using word processing ensuring compliance of policies. Reviews appropriate financial eligibility correspondence with legal language and makes minor modifications. Maintains Outlook distribution lists adding new employees. Assisting with training and any problems that may accrue.Physical and Environmental Demands: This position works in a typical office environment with extensive keyboarding.Knowledge, Skills and Abilities (Behaviors):/Required for the first day of work:/ Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Ability to communicate both orally and in writing. Skill in researching. Develop constructive and cooperative working relationships with others. Ability to operate a personal computer and general office equipment as necessary to complete essential functions, including using spreadsheet, word processing, database, email, internet and other computer programs.Minimum Qualifications (Education and Experience):
  • Two years college or vocational training in business administration, accounting, finance, office administration, human resources or directly-related field.
  • One year supervisory experience.
  • One to two years directly related work experience.
  • Other combinations of education and experience may be considered on a case by case basis.Job: *Office/Administrative/ClericalTitle: Administrative Assistant(00280,00280)Location: Great FallsRequisition ID: 19142934

Keywords: State of Montana, Great Falls , Administrative, Administration, Clerical , Great Falls, Montana