Program Support Assistant (00932)

This position provides administrative program support and licensing services to the Quality Assurance Division. Responsibilities include serving as Division First Contact, providing administrative services support, ordering all division supplies, assisting with records retention and data management for the division, and serving as back-up to other division staff. ** ** Major Duties or Responsibilities: **** Administrative Services Support * Functions as the Division First Contact, directing phone calls and walk-in traffic. Schedules and maintains conference rooms, including providing Wi-Fi access. * Performs administrative services including making travel arrangements for others, managing supervisors schedules, scheduling meetings, preparing agendas, and assisting training support staff as needed. * Acts as the Division new employee coordinator orienting employees on Division duties and responsibilities and office procedures and equipment. * Assists with the development and maintenance of Division policies and procedures, recommending modifications as necessary. * Manages supply and equipment inventory for the division. Orders all supplies through vendors and the Purchasing Entry, Receiving, and Query System (PERQS). * Sorts and distributes all mail. Accepts and distributes Federal Express, UPS, Staples and other deliveries. * Composes and generates various letters, reports, and other documents and maintains the Division phone lists. Maintains the printer and copiers and arranges for print jobs. * Retrieves complaints from the Division hotlines and directs complaints to the appropriate Bureau. * Assists with updates to the Division and Bureau web sites. * Scans documents for record retention purposes as they are completed. Maintains filing systems. Maintains the schedules of completed records and requests disposal using the Records Retention Schedule and Policy. Other Support Duties and Special Projects * Assists the Residential Facility Program as needed by tracking licensure status, sending renewal packets, providing technical assistance related to licensure requirements, utilizing the Child and Adult Protective System (CAPS) database in conjunction with residential facility licensing and providing administrative support services specific to this program. * Processes the mail and checks/cash for the Program Compliance Bureau and Residential Facility Program upon request. * Provides administrative support services including but not limited to contract creation, maintenance, and payment in the Agency Wide Accounting and Client System (AWACS) and phone coordination services. * Perform special projects and other duties as assigned. **Physical and Environmental Demands: **This position works in a typical office environment with extensive keyboarding requirements and occasionally lifting up to 35 pounds. **Knowledge, Skills and Abilities (Behaviors): ** Required for the first day of work: * Knowledge of general office skills. * Attention to detail and collaboration skills. * Ability to provide effective and professional customer service and maintain effective working relationships with diverse individuals. * Ability to communicate effectively with a variety of audiences utilizing excellent written and oral communication skills. * Ability to maintain confidentiality. * 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 * Preferred: Knowledge and experience using the State of Montana Purchasing Entry, Receiving and Query System (PERQS) and Agency Wide Accounting Client System (AWACS). Required Minimum Education and Experience: * High school diploma or equivalent. * Two years of job-related work experience in administrative support or other related areas. * Other combinations of related education and experience may be considered on a case by case basis. **Primary Location: **Helena **Work Locations: ** **Job: **Office/Administrative/Clerical **Organization: **State of Montana **Job Posting: **Jul 13, 2018, 2:10:54 PM **Closing Date: **Ongoing **Shift: **Day Job **Travel: **No