Administrative Coordinator

State of Montana • Helena, MT

11d

About The Position

The Montana Department of Public Health and Human Services (DPHHS), Child and Family Services Division (CFSD), is hiring an Administrative Coordinator. The position handles phone, walk-in, and written inquiries and provides reception and administrative support to the division. Duties include maintaining office supplies; creating and maintaining word-processing documents and spreadsheets; updating the division organization chart; managing position data and employee travel; processing and recording information; and creating, updating, and purging recordkeeping systems. The coordinator also assists with managing, planning, coordinating, and executing CFSD meetings, conferences, and training.

The position may be eligible for partial telework within Montana. Specific conditions will be provided by the supervisor and must follow state policy. Applicants must submit a state application, cover letter, resume, and references through the Montana State Careers website. Successful applicants are subject to relevant background checks and must pass reference checks before an offer is extended.

Requirements

• Knowledge of the structure and functions of state government and DPHHS.
• Ability to provide a high level of service delivery and ensure customer satisfaction while maintaining confidentiality of sensitive information.
• Ability to solve problems using judgment and maintain a professional attitude when dealing with emotional or controversial subjects.
• Ability to prepare for problems or opportunities in advance, take on additional responsibilities, and respond professionally without constant supervisory direction.
• High school diploma or GED and two years of directly related work experience.
• Directly related experience includes office administrative experience in a governmental environment involving highly sensitive and confidential information and situations.
• Submit a state application, cover letter, resume, and references through the Montana State Careers website.
• Pass relevant background checks and reference checks.

Nice To Haves

• Other combinations of directly related education and experience may be considered on a case-by-case basis.

Responsibilities

• Respond to phone, walk-in, and written inquiries.
• Provide reception services and maintain office supplies.
• Create and maintain word-processing documents and spreadsheets.
• Update the division organization chart and manage position data.
• Manage employee travel for the division.
• Process and record information.
• Create, update, and purge recordkeeping systems.
• Assist with managing, planning, coordinating, and executing CFSD meetings, conferences, and training.

Benefits

• Healthcare coverage
• Retirement plans
• Paid vacation
• Sick leave
• Paid holidays
• Work/life balance
• Eligibility to participate in the Public Service Loan Forgiveness (PSLF) program
• Advancement opportunities

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED