Program Support Specialist (37086)

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 Applicants:

(To be considered in this pool, please submit the following)

• Cover letter
• Resume
• References

(Please type responses in a Word document and attach to application. HELPFUL HINT: When attaching a document you much 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 attach the required material will conclude in an incomplete application. You must also keep those relevant boxes checked once you submit your application; if you uncheck the box with an active application it will delete the attachment.

The Public Health and Safety Division leads public health efforts in Montana and provides state-level coordination of key public health services to local and tribal public health agencies. The Division serves a diverse group of customers and stakeholders while working to promote healthy lifestyles and protect the health of Montanans. The PHSD is committed to serving all of our customers and stakeholders with excellence and is a nationally accredited state health department through the Public Health Accreditation Board (PHAB). This milestone accomplishment is official recognition that the PHSD meets or exceeds the rigorous national standards established by PHAB.

Job Overview

The Program Support Specialist provides administrative support to the Public Health System Support Unit and the Public Health System Improvement Office. Other responsibilities include: 1) Attending meetings, taking notes, and transcribing minutes; 2) Contract monitoring of timelines, multiple funding sources, and reporting requirements; and 3) Reviewing and monitoring budget expenditures and preparing budget reports for management review. 4) Producing information products related to program activities.



Office Management

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  Provides administrative support to program staff, proofreads documents and creates written correspondence.
  
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  Performs office functions such as customer service, data entry, bookkeeping, mail service, and ordering supplies.
  
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  Prepares for and attends meetings, preparing meeting packets, takes notes, and transcribes minutes.
  
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  Arranges conference calls, travel arrangements, and schedules meetings.
  
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  Recommends and implements new practices to improve office functions.
  
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  Tracks data to meet the information and reporting needs of the work unit.
  

Program Support

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  Monitors contract timelines, funding sources and reporting requirements.
  
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  Reviews budget expenses, monitors expenditures, and prepares budget reports for management review.
  
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  Communicates with providers and budget staff to review contractor invoices or funding discrepancies.
  
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  Reviews requests for contract payments and prepares requisitions of approval.
  
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  Participates and assists with specific contract, program, or budget inquires.
  
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  Keeps manager informed of monthly budget projections and expenses.
  
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  Provides information and technical support to local health departments.
  

Other Duties as Assigned

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  Assists with event coordination or special presentations.
  

Physical and Environmental Demands



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

Knowledge, Skills and Abilities

• Knowledge of office management.
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  Knowledge of basic math computations.
  
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  Excellent written and verbal communication skills.
  
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  Effective decision-making and problem- solving skills.
  
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  Exceptional customer service skills.
  
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  Ability to work effectively with others.
  
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  Ability to identify problems, develop and implement solutions.
  
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  Ability to operate personal computer and general office equipment as necessary to complete essential functions, including using spreadsheets, word processing, database, email, internet, and other computer programs.
  

Qualifications:


Minimum Qualifications

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  High School diploma or the equivalent.
  
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  Experience in office management, administrative support, or program coordination.
  
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  Other combinations of directly related education and experience may be considered on a case-by-case basis.
  
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  Preferred: College course work
  
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  Preferred: 2 years office management, administrative support, or program coordination experience.
  

Eligible Training Assignment:

13.75