Administrative Assistant (00453)

To be considered for any DPHHS Agency position, applicants must complete and submit their application online, as well as upload any required application materials. Successful applicant(s) are required to successfully pass all DPHHS specific background check(s) relevant to each position.

Materials Required of Administrative Assistant Applicants:

Supplemental Question:

• 
  How has your education and/or work experience prepared you to be successful at this job?
  

(Please type responses in a Word document and attach to application. HELPFUL HINT: when attaching you must check the “relevant document” box to ensure your attachments are uploading correctly to the specific application. PLEASE do not attach more than requested. If you have more than 25 attachments in the system you will need to email these to: hhshumanresources@mt.gov failure to do so will conclude in an incomplete application.)

Job Overview:

This position is responsible for providing clerical and administrative support services to Child and Family Services social workers regarding foster care, investigative and licensing functions. Responsibilities include: 1) Typing correspondence, forms, appraisals and other miscellaneous documents; 2) Maintaining and updating Foster Care records; 3) assisting social workers with maintaining demographic information.



Receptionist and General Office Responsibilities

• Assigns case numbers and keeps paper based and electronic files up-to-date in compliance with division standards. Organizes files and researches history of cases.
• Types correspondents, forms, appraisals, and other miscellaneous documents.
• Processes travel vouchers and payroll related documents as needed within the unit ensuring all information is accurately recorded.
• Maintains mileage records for State Motor Pool cars and submits reports to the Regional Administrative Officer upon request. Keeps cars in good condition and arrange for wash & vacuum bi-weekly or as needed. Monitors maintenance check records.
• Assists with new employee orientation, ensures completion of new employee packets.
• Answers telephone, routes calls, greets and directs visitors, opens mails.

Foster Care Review, Compliance and Background Checks

• Responsible for Child Protection Specialist, criminal, sex offender and driver’s license background checks on all applicants who apply to be licensed for daycare, foster care, or adoptions and routes the findings of a the checks to the appropriate authority.
• Maintains a file of cases for foster care review. Schedules and informs workers of upcoming foster care providers according to policy.
• Types a variety of correspondence such as notification letters of schedules reviews. Ensures and procedures are followed such as ensuring the Judge receives a copy of the results of the Foster Care Review, worker receives a copy for the file, Guardian ad Litem receives a copy and a copy is filed in the compliance file.
• Maintains updated records of children placed in foster care ensuring files conform to state and federal requirements.
• Performs preliminary screening such as obtaining name, type of situation and worker identification for appropriate services or information referrals regarding foster care cases and investigations.

Administrative Support Services

• Assists social workers in maintaining data in entering initial demographic information related to client referral in the system, researching information needed.
• Updates and maintains legal documents using word processing ensuring compliance of policies.
• Reviews appropriate financial eligibility correspondence with legal language and makes minor modifications.
• Maintains Outlook distribution lists adding new employees. Assisting with training and any problems that may accrue.

Physical and Environmental Demands

This position works in a typical office environment with extensive keyboarding.

Knowledge, Skills and Abilities Behaviors

• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Ability to communicate both orally and in writing.
• Skill in researching.
• Develop constructive and cooperative working relationships with others.
• Ability to operate a personal computer and general office equipment as necessary to complete essential functions, including using spreadsheet, word processing, database, email, internet and other computer programs.

Preferred

• Knowledge of the social services systems related to child protection issues.

Qualifications:


Minimum Education and Experience

• 
  High school diploma or its equivalent
  
• 
  Two years of job related work experience in administrative support, receptionist or other related areas.
  

Eligible Training Assignment:

11.46