Program Support Specialist

State of Montana • Helena, MT

1d

About The Position

We are looking for a Program Support Specialist to join our team in the Water Quality Division. The position is part of the Compliance, Training, and Technical Assistance section of the Water Protection Bureau. The Program Support Specialist helps ensure successful program administration by providing support to the Water Protection Bureau and customers. The Program Support Specialist is responsible for setting and maintaining a high standard of customer service for the Water Protection Bureau through performing high-level administrative services. This position interacts and engages with managers, program staff, customers, and other parties to ensure accurate and timely information is provided to the relevant party. Program Support Specialists provide support with data system management, processing information, addressing inquiries, conducting research, and relaying information to program staff and management team of the Water Protection Bureau. The primary responsibilities of this Program Support Specialist position are to greet visitors, answer inquiries, and direct visitors to appropriate program staff. Primary duties include answering and transferring calls, recording messages, processing incoming and outgoing mail and emails, managing paper and electronic filing systems, entering and tracking data into databases, proofreading documents and records to ensure accuracy and consistency, and monitoring and maintaining office supplies and equipment. Additional duties include developing and managing processes to ensure program compliance with rules and positively engaging in other program directives. The Program Support Specialist position is an integrative position that works to provide support for the Water Protection Bureau's management team, program staff, and customers. The position also regularly works across bureaus within the Water Quality Division. The position requires communication with internal programs and external customers to ensure accurate and timely information and support is provided. The Program Support Specialist will help report information to the Water Protection Bureau's management team to ensure successful business administration. At the Department of Environmental Quality, our goal is to champion a healthy environment for a thriving Montana. DEQ employees are the heart of our organization. We value the people and invest in their professional growth, promoting a culture of cross-agency collaboration as we find solutions to the environmental challenges we face. DEQ values are leadership, accountability, customer service, communication, disagreement, decision-making, excellence, efficiency, and effectiveness, excellence, and decision making. These values are fundamental to our work. Come be a part of the Department of Environmental Quality!

Requirements

• High School Diploma or equivalent
• One year of relevant experience with demonstrated skill in the use of office software and equipment
• Effective in communication and able to demonstrate active listening
• Basic written and verbal communication skills
• Strong organizational skills and record keeping capabilities
• Acts with integrity and demonstrates respect for coworkers, managers, customers, and stakeholders
• Uses good judgement to make sound decisions and is tactful in taking appropriate action
• Contributes to a positive working environment with a focus on being constructive, collaborative, and flexible to maintain good relationships
• Demonstrates consistent attendance, punctuality, and reliability
• Attentive to details and provides consistent work products
• Able to react to events and people in a calm and professional manner
• Accepts ownership of successes and failures to achieve positive results
• Willing to assist others when needed

Nice To Haves

• Some college or post-high school education or training is preferred
• Work with databases and Mircosoft office suite

Responsibilities

• Greet visitors, answer inquiries, and direct visitors to appropriate program staff
• Answering and transferring calls
• Recording messages
• Processing incoming and outgoing mail and emails
• Managing paper and electronic filing systems
• Entering and tracking data into databases
• Proofreading documents and records to ensure accuracy and consistency
• Monitoring and maintaining office supplies and equipment
• Developing and managing processes to ensure program compliance with rules
• Positively engaging in other program directives
• Report information to the Water Protection Bureau's management team to ensure successful business administration

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees