Administrative Support

Description

QUALIFICATIONS

REQUIRED:

• High school diploma or equivalent.
• Minimum two years experience as a secretary, administrative assistant, or in another related office function.
• Strong computer skills and proficiency with Microsoft Office programs.
• Ability to type a minimum of 45 words per minute.
• Good writing, spelling, and verbal communication skills.
• Familiarity with copiers, multi-line telephone systems, and fax machines.
• Valid Montana drivers license.
• Ability to pass Federal Workplace drug and alcohol testing regulations.
• Ability to handle multiple duties at one time.
• Strong organizational skills.

PREFERRED:

• SharePoint experience.
• Proven ability to meet the public and perform reception duties.
• Experience in office work requiring the handling of large amounts of paperwork.
• Experience working in a social services agency.
• Working experience in the local correctional system.

WORKSITE AND CONDITIONS

Alternatives, Inc. is a non-profit corporation based in Billings, Montana. Since opening in 1980, the organization has provided both residential and non-residential supervision and treatment programs for state and federal inmates in Yellowstone, Carbon, and Stillwater Counties. We promote public safety and challenge offenders to become responsible, productive citizens through firm, fair, consistent supervision, treatment, and education.

STAFF SKILLS AND VALUES

Staff are hired based on key skills and values, including: strong support for offender treatment and a belief that people can change their thinking and in doing so, change their behaviors, empathy, fairness, life experiences, being non-confrontational but firm, problem solving, and prior training or licensure. Indicators may include: observations of staff during the assessment, responses from staff, program director, and program participants, written criteria for job applications, job descriptions, and screening prior to employment.

SALARY AND BENEFITS

The current starting salary for the position is $16.00 per hour, although consideration will be given the successful candidate's experience and educational background.

Anticipated Salary Increases in 2024:

Based on DOC funding expectations, it is anticipated all permament staff as of applicable effective date can anticipate $1.00 increase in July 2024. 

During the fall 2024 and based on agency financial status at the time, it can be anticipated for review of Cost of Living adjustment. 

Permanent full-time employees of Alternatives, Inc. are entitled to sick leave, vacation leave, individual health insurance, and retirement benefits. Alternatives, Inc. participates in the State Workers Compensation and Unemployment Insurance plans.

Permanent part-time employees are entitled to a pro-rata share of benefits based on the percentage of full-time hours worked (full-time = 40 hours per week).

Specific detail regarding benefits will be provided upon request at the time of interview or at the time of hire.

DUTIES AND RESPONSIBILITIES

General Overview:

The AS staff members are directly accountable to the Administrative Assistant Supervisor (AAS).

The AS staff is responsible for the handling of general office duties including customer service, word processing, copying, transcription, and filing and for performing backup duties for the AS department, within all addendums related to the department. Emphasis is to be placed on the efficient, timely, and professional delivery of paperwork assignments and the maintenance of strongly positive relationships with personnel in other departments.

General Requirements:

• All employees of Alternatives, Inc. are responsible for reading and complying with standards and procedures in the following documents:
  • Employee Handbook
  • Standard Operating Procedures

Specific Duties:

• Responsible for Addendum specific to actual duties.
• Responsible for word processing correspondence, memos, reports, etc. and dissemination of documents as directed by the supervisor and addendum job descriptions.
• Assist in general reception duties including opening and closing office, processing mail, signing for deliveries, screening all visitors, and telephone calls per agency policy / procedures.
• Complete assembling and copying requests by staff.
• Distribute incoming faxes and other paperwork as appropriate.
• Operate and assist staff as needed in the operation of office equipment.
• Participate in routine audit processes.
• Answer incoming phone calls and direct calls according to the phone schedule. Ensure adequate phone coverage during regular business hours.
• Cross train on other duties of the Administrative Support Department and assist when short-handed or behind in work as directed.
• Assist with filing on an as needed basis.
• Assist in taking, typing, and disseminating All Staff minutes.
• Attend all meetings as assigned.
• Actively participate in all assigned teams.

Other:

• The AS is responsible for informing their supervisor of significant developments related to Alternatives, Inc. Such issues are to be reported expediently, based on his/her assessment of the importance of the issue. Examples include:
  • Any resident/client involvement in the legal system or in violation of program rules and regulations.
  • Threats of legal action.
  • Public Relations problems.
  • Resident/client complaints.
  • Fraternization issues.
  • Medical incidents/accidents.
  • Repair requirements on van or facility.
  • Schedule changes, leave requests, reporting in sick and any unauthorized departures from the office.
  • Any suspected or confirmed violation of agency rules by clients.
• The AS is expected to report to his/her supervisor in an expedient fashion all areas of noncompliance with program procedures, along with suggested remedial plans or interventions.
• The AS is expected to be flexible in assuming new duties and schedule changes. He/she is to be creative in establishing or modifying program operation procedures, and obtaining approval of the appropriate authority previous to implementation.
• Assume all other duties as assigned.

Qualifications

Salary : $16 - $0