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State of Montana Administrative Assistant (10099) in Bozeman, Montana

/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: Please address the following questions: *



  1. List the Microsoft Suite products and any database management systems you have used in your past employment.

  2. This job involves a high degree of interaction with people disabilities. Briefly describe your experience working with people with disabilities.

  3. *This job involves a high volume of clients and a fast pace. Enumerate the steps you take and the tools you use to organize your work day? *

(Please type responses in a Word document and attach to application. HELPFUL HINT: When attaching a document, you much 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 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.) **

*Job Overview: *This position provides administrative support to Montana Vocational Rehabilitation staff and consumers. Responsibilities include: 1) Creating, proofreading and editing documents; 2) Maintaining consumer case folders by filing notes, correspondence, and records; and 3) Entering and verifying data, generating reports, and notifying staff of fiscal and case management deadlines. * *


*Essential Functions (Major Duties or Responsibilities): *


Administrative Support

  • Provides customer service and disseminates information about disability issues.

  • Reviews provider' invoice for allowable charges and issues payments.

  • Attends meetings, takes notes, and transcribes meeting minutes.

  • Prepares, proofreads and edits office documents and case notes.

  • Arranges conference calls and schedules meetings.

  • Performs office functions such as receptionist, orders supplies and mail service.



Program Assistance:

  • Maintains consumer case folders, files notes, correspondence, and records.

  • Contacts consumer for appointment confirmation, medical records or other eligibility documents.

  • Generates and reviews case alert reports and notifies counselor of reporting deadlines.

  • Performs data entry, queries data, and creates reports for counselors or supervisors.

  • Assists and interprets priority needs during counselor absence, refers issues to supervisor.

  • Verifies curriculums, required assessments and coordinates testing for consumers.

  • Assists consumers with access to the building, communication or mobility issues that may arise.

Other Duties as Assigned

  • Assists staff in the use of office software/databases as necessary.

  • Completes data entry and correspondence of other regional offices as needed for coverage.

Physical and Environmental Demands:

  • Typical office environment with keyboarding requirements. Travel less than 5% percent with advance notice.

Knowledge, Skills and Abilities (Behaviors):

Required for the first day of work:

  • Knowledge of administrative support and office work.

  • Excellent written and verbal communication skills.

  • Excellent customer service skills.

  • Ability to organize and prioritize work.

  • Ability to handle and maintain confidential information.

  • Ability to establish and maintain effective work relationships.

  • 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 recognize and solve problems.

Minimum Qualifications (Education and Experience): * *

  • High School Diploma or the equivalent.

  • Two years of administrative assistance or office support experience.

Job: *Office/Administrative/Clerical

Title: Administrative Assistant (10099)

Location: Bozeman

Requisition ID: 19142842