JOB DETAILS & OVERVIEW

• Wage: $17.88 / hour
• Location: Rocky Boy, Montana
• Close Date: Open until filled

Apply your passion and skills in a role that allows you to give back to those who have served our country and to support and honor veterans. If you are driven to serve those who have protected our freedom, consider joining the team at Great Plains Veterans Services Center (GPVSC){target="_blank" rel="noopener noreferrer"} as our Administrative Assistant in Rocky Boy, Montana.

Great Plains Veterans Services Center (GPVSC) is a non-profit organization dedicated to providing safe, reliable transportation and essential services to Veterans. These services include assistance with transportation to and from VA health care facilities and authorized non-VA health care appointments for Veterans from all military branches and age groups. GPVSC serves rural areas in Montana, with offices in Box Elder, Browning, Big Timber, Fort Belknap, and Scobey. These regions face challenges in accessing VA healthcare, and GPVSC helps bridge that gap by offering additional services, such as local transportation, counseling (e.g., PTSD support), groceries, utilities assistance, temporary housing, elderly care, firewood distribution, and funeral/gravesite services. Temporary employment opportunities are also available to help Veterans transitioning back to civilian life.

JOB OVERVIEW

The Administrative Assistant plays a vital role in ensuring the smooth functioning of GPVSC's operations. Under the direction of the Administrative Manager, the Administrative Assistant performs essential office functions, including handling check cashing services for community members, assisting with personnel paperwork, and supporting other administrative tasks. This role also includes general staff support to ensure Veterans' well-being and compliance with grant requirements, federal, tribal, and state regulations.

This position reports to the Veterans Support Services Program Manager and will be responsible for many duties, including but not limited to:

Administrative Support Responsibilities:

• Perform general office duties, including answering phone calls, maintaining and retrieving information from databases, and managing paper and electronic filing systems.
• Set up and maintain personnel files and dedicate weekly time for filing to stay up to date.
• Assist with organizing, scheduling, and confirming appointments and meetings.
• Manage departmental calendars and coordinate conference room reservations for internal meetings.
• Sort, distribute, and process various documents, faxes, emails, and mail, including bulk mailings.
• Maintain inventory of office supplies and ensure timely ordering when necessary.
• Represent GPVSC at local Veteran meetings, tribal gatherings, powwows, and other community events by staffing information tables and providing guidance on Veterans' services.
• Assist with donation drives on an as-needed basis.

Check Cashing & Financial Support Responsibilities:

• Provide check cashing services to community members, adhering to operational rules and guidelines.
• Create and update check cashing worksheets in Excel on a monthly and weekly basis.
• Work with the Finance Manager to complete all check vouchers for the VCO program.
• Assist the Finance Manager with payroll duties as required.

Designated Employee Representative (DER) Responsibilities:

• Serve as the Designated Employer Representative (DER) for drug testing with a third-party vendor.
• Receive the monthly random employee list and coordinate with supervisors to schedule random and new employee testing.
• Complete Reasonable Suspicion training to provide backup to supervisors if an employee appears impaired by a prohibited substance.

Additional Responsibilities:

• Perform other duties as assigned to support GPVSC's mission and goals including providing backup support to other programs.

KNOWLEDGE, SKILLS, & ABILITIES

• Proficiency in Microsoft Office Suite and general computer literacy.
• Familiarity with modern office procedures, practices, and equipment.
• Ability to handle difficult interactions with clients while maintaining a calm and positive demeanor.
• Strong listening skills, demonstrating empathy and non-judgment.
• Attention to detail and a high level of accuracy in completing tasks.
• Understanding of confidentiality standards and the ability to maintain them.
• Ability to work well in a collaborative team environment.
• Strong communication skills for interacting with people from diverse backgrounds.
• Ability to prioritize and manage multiple tasks in a fast-paced, interrupted environment.
• Ability to quickly learn complex VA benefits and enrollment processes, as well as other federal, state, and tribal resources related to job services and employment for Veterans.
• Strong problem-solving and organizational skills to ensure high-quality work.

MINIMUM QUALIFICATIONS

• Education and experience equivalent to a high school diploma or GED and two years of experience providing office/program support in a team environment requiring public contact and computer usage. Prefer experience in a social service agency.
• Must have a Montana Driver's license, or a valid US driver's license and the ability to attain a Montana Driver's license within 60 days.

PHYSICAL DEMANDS & WORKING CONDITIONS

• Primarily office-based work, with up to 8 hours per day on the computer.
• Occasional day travel may be required.
• Maintain a safe and secure work environment by adhering to safety, security, and health regulations. Participate in training and apply best practices for injury, illness, and loss prevention.

ADDITIONAL INFORMATION

• Benefits include SEP retirement plan, paid time off (including two paid weeks off over the Christmas/New year Holiday) and holidays.
• Health insurance is not covered.
• Successful applicants are subject to drug testing, and criminal history checks. Criminal history checks will be evaluated on a case-by-case basis, and we encourage all qualified applicants to apply.

To apply, please submit resume and/or completed application form to this link https://wkf.ms/3zAXn2t{target="_blank" rel="noopener noreferrer"} or mail to Attn: GPVSC Admin Assistant, PO Box 1251, Helena, MT 59624. Call 406-442-4934 with questions.

Great Plains Veterans Service Center is an Equal Opportunity Employer.