Facilities/Construction Administrative Assistant

Rocky Boy Health Center • Box Elder, MT

2d

About The Position

The Administrative Assistant provides comprehensive administrative and technical support to the Facilities and Construction Departments of the Rocky Boy Health Center. This position performs a full range of administrative duties, assists with budget and procurement processes, supports construction project coordination, maintains records and documentation, and ensures efficient communication between departments, contractors, and leadership. The Administrative Assistant also assists in managing invoices, reports, and timelines for ongoing projects under the direction of the Facilities and Construction Directors.

Requirements

• Associate degree in Business Administration, Construction Management, or a related field preferred.
• Minimum of three (3) years of experience in an administrative, project coordination, or construction support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with project management software preferred.
• Possess a current valid Montana driver’s license at all times.
• Must obtain CPR and First Aid certification within three (3) months of employment.
• Must demonstrate strong organizational, communication, and multitasking skills.

Responsibilities

• Perform office automation duties using computers, multiple word processing software, electronic spreadsheets, and database programs to create, format, modify, and print correspondence, reports, and records.
• Compile and produce regular and special reports as required by management; maintain organized electronic and physical files.
• Receive telephone calls, emails, and visitors, and exercise sound judgment to route or resolve inquiries.
• Maintain familiarity with day-to-day program operations, policies, and procedures to provide accurate and timely information to staff, contractors, and external agencies.
• Prepare check requests, purchase orders, and requisitions for payment; obtain necessary approvals and route to Finance.
• Track timesheets, signatures, and payroll submissions for Facilities and Construction staff.
• Assist in scheduling meetings, maintaining calendars, recording minutes, and distributing correspondence.
• Assist the Construction Director in managing all phases of capital improvement and maintenance projects.
• Support the preparation, organization, and tracking of contracts, purchase orders, change orders, and invoices.
• Monitor project budgets and timelines; maintain accurate records of expenditures and commitments.
• Prepare construction update reports for leadership and the Board of Directors.
• Support field inspections, ensuring compliance with safety, quality, and regulatory standards.
• Maintain project documentation including drawings, as-builts, permits, warranties, and compliance records.
• Communicate with contractors, vendors, and departments to minimize operational disruptions during projects.
• Assist with the closeout of construction projects, including documentation review and final payment processing.
• Assist the Facilities Director with building inspections, supply procurement, and coordination of maintenance tasks as needed.
• Support the department in emergency or on-call situations.
• Undertake additional assignments or administrative functions as delegated to support the overall objectives of the Rocky Boy Health Center.

What This Job Offers

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