Administrative Assistant

St Labre Indian School • Ashland, MT

23h • Onsite

About The Position

Assists St. Labre Youth and Family Services Director; prepares monthly reports; and otherwise relieves department staff of clerical work by performing various duties related to record keeping, reporting, and general office support.

Requirements

• Associate's degree (A. A.) or equivalent from two-year college or technical school in business administration or secretarial /office management preferred or two to four years related experience in office management.
• Excellent oral and written communication skills.
• Computer skills, knowledge of database and spreadsheet applications, Word, Excel, Power Point, and Publisher.
• Knowledge of accounting and bookkeeping procedures.
• General working knowledge of office equipment.
• Ability to type 60 words per minute and produce error-free work.
• Ability to respond effectively to the most sensitive inquiries or complaints professionally.
• Ability to establish and maintain effective working relationships with community, students, parents, staff and the general public.
• Excellent interpersonal skills.
• Ability to maintain the highly confidential nature of social work.
• Ability and desire to work with the community, students and their families.
• Respects the teachings of the gospel of Jesus Christ in private, personal and public life.
• Commitment to the mission of the Roman Catholic Church in Native American education.
• Sensitivity to, and appreciation of Native American people and their cultures.
• Ability to serve as an appropriate role model for students.
• Valid Montana Drivers License
• Current CPR Certification
• Current First Aid Certification
• Criminal Background Check
• Child Protective Services Check
• Division of Motor Vehicle Check
• Out of State Check (if lived in another state within past 5 years)

Responsibilities

• Develops computer programs for all program systems and records (personnel records, fiscal records).
• Files all department records and documents on a weekly basis.
• Maintains "master" copies of all program forms.
• Duplicates forms and maintains supply.
• Maintains accounts payable ledger, codes bills, and prepares checkbook reconciliation on a weekly basis.
• Maintains record of servicing needs of vehicles and does follow-up.
• Processes trip requests, claims for payment, and trip reports.
• Maintains petty cash for youth group home manager and submits paperwork to finance.
• Records payments, enters information, provides end of tax year receipts for Daycare billing.
• Monitors Petty Cash for the Youth Group Home.
• Documents and submits paperwork to Director.
• Assists with preparing the proposed annual budget for the program.
• Prepares monthly report of gasoline quantities and distributes.
• Collects, types, maintains, and distributes staff meeting minutes on a weekly basis.
• Prepares monthly budget report to director.
• Prepares monthly population report to director based on information from Youth Group Home & Daycare.
• Assists with preparing reports for agencies providing services to St. Labre.
• Types routine correspondence, memos, and other letters and reports, proofreading all documents.
• Places orders for department staff for office supplies, equipment, furnishings, professional publications, and other necessary supplies.
• Gets approval from Director prior to purchase.
• Keeps information concerning community, students, families and staff confidential.
• Greets and directs students, families, visitors, and callers friendly and professionally.
• Relays information on programs as appropriate.
• Routes incoming mail and distributes to appropriate source.
• Prepares outgoing mail by typing labels or envelopes and affixing appropriate postage.
• Maintains department staff schedules and calendars.
• Maintains coffee and condiment supplies.
• Makes coffee.
• Maintains cleanliness of YFS conference room.
• Cleans refrigerator.
• Schedules for maintenance and repair of office equipment.
• Maintains key check out for vehicles, homes and gas pumps.
• Coordinates, arranges, and confirms appointments and travel plans for program staff.
• Maintains schedule for YFS conference room usage.
• Produces posters for events, projects and posts, emails, and faxes to various agencies & businesses.
• Assists with the Work Incentive program, guiding clients to work space and providing information on the program.
• Assists in deliveries to the program.
• Helps to direct and unload items as needed.
• Assists the director in various tasks and projects.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree