Montana Jobs

facebook youtube linkedin
Mobile Montana Labor & Industry Mobile Logo

Job Information

State of Montana Administrative Assistant 2 in Warm Springs, Montana

Job Overview: This position is responsible for providing administrative assistance to the support service departments within Montana State Hospital (MSH) including Training and Development, Finance, Human Resources, Maintenance, Health Information Management, and the Chief Operations Officer. This position reviews, maintains, and provides identification and electronic key services to all staff at MSH. Experience, training, knowledge, skills, abilities, and other qualifications must be entered into the online application. Additional materials submitted, but not requested, will not be considered. Applications missing required items will not be considered. Montana State Hospital LinkedIn Montana State Hospital Website Work for the state you Love to Live in. Your paycheck is just part of a total compensation package. Eligible employees have access to competitive, innovative benefits packages at an affordable cost. All beginning on your first day of employment. Highlights of our innovative benefit package include: * Access to No Cost health centers * Low-cost Medical, Dental and Vision insurance * Retirement plan with employer * 15 Vacation days each year * 12 Sick days each year * 10 Paid Holidays each year * Public Service Student Loan Forgiveness program* * Student Loan Repayment program* * Flexible Spending Accounts * Employee Assistance Program * Wellness Programs * One free meal per shift * Shift differential* Subject to eligibility rules *Major Duties or Responsibilities: 1. Administrative Support 65% * Provides administrative functions for executive leadership and support services departments, including, but not limited to, data entry, scheduling meetings, preparing correspondence, maintaining files, greeting and directing visitors, and preparing checklists. * Maintains files and records, both electronic and paper, related to support services, including, but not limited to, training records, certifications, personnel records, licensing, and Labor Management Committee minutes and records. * Creates agendas and maintains meeting minutes for support services department meetings including scheduling, preparing needed documentation, and notifying attendees of changes. Coordinates schedules as needed. * Increases productivity within support services through review of current processes, recommending system improvements, and implementing changes to processes and procedures as directed by management 1. Identification and Access Support 25% * Maintains electronic key systems, including tracking mechanisms; activating and de-activating keys; and assisting with key systems as needed and directed. * Coordinates directly with senior management of multiple departments to coordinate creation of identification cards, scheduling, data entry, and file maintenance. 1. Other Duties as Assigned 10% * Assists with tasks and assignments provided by senior and executive leadership. * Participates in team activities as directed. * Provides input and feedback to Hospital Administrator / Chief Operations Officer as directed. * Performs other duties as directed. Physical and Environmental Demands: *This position is assigned a work area within an acute psychiatric hospital. The person in this position must be able to work under the pressure of deadlines and establish priorities for the extensive workload. Physical hazards presented are primarily the possibility of injury to self or others due to the sometimes unpredictable and violent behavior of patients. Physical demands include the constant use of eyes, hands, wrists, and elbows while using a personal computer and long periods of sitting. Periods of stress may result from a constantly ringing telephone and constant interruptions to answer questions and provide explanations but is considered as day-to-day routine. *Knowledge, Skills and Abilities (Behaviors): Required for the first day of work: * Must have thorough knowledge of record-keeping, filing, letter writing, taking meeting minutes, and professional communication procedures. * Must be able to work independently to organize workload to maximize efficiency and meet multiple priorities. * Must be able to work well with healthcare professionals, psychiatric patients, and their families. * Must be able to communicate clearly and be able to maintain confidentiality when dealing with sensitive material. * Must be proficient in the use of standard office equipment (facsimile, copy machine, etc.), including a personal computer and common software including Windows, Word, Excel, Outlook and Access. * Ability to operate basic mail room equipment including postage machine and postage scale. * Must have exemplary customer service skills. * Must have good interpersonal skills and be able to respond to stressful situations in a manner that helps the other individual de-escalate. * Ability to maintain confidentiality. * Ability to communicate effectively orally and in writing. * Ability to establish and maintain effective relationships with staff, management, professional medical staff, and patients. Skills-based Test Instructions:* - Visit - Click on Assessment Taker Login - Enter applicable test code (below) in the field * For the Typing test use code: 9e0cbcf4c43cd6d9 * For the Excel test use code: f5174641e8506b48 *Results of Excel test must be included with application. Applications with missing scores, or scores below the minimum requirement as stated above will not be considered* Candidates will be evaluated to determine if they meet the minimum qualifications listed above and on the extent to which the application materials show the candidate possess the knowledge, skills, and abilities associated with this position. The selection process may consist of review of application materials (application, resume, cover letter...), physical assessment, job skill test, interview(s), background check and reference checks. Candidates whose application and supporting documentation (cover letter, resume) do not clearly indicate all minimum qualifications are met will not be considered. Minimum Qualifications (Education and Experience): * High School Diploma * Three years of experience performing a variety of office support or clerical support. * One year experience in record retention processes and requirements preferred. * Pass skills-based typing test with a minimum score of 50 wpm (Net) with a minimum of 80% accuracy. * Pass skills-based Microsoft Excel test with a minimum score of 80%. * Other combinations of education and experience may be substituted on a case-by-case basis. *Title: *Administrative Assistant 2 Location: Warm Springs Requisition ID: 23142419