Administrative Services Supervisor jobs in Helena, MT

Veteran Services Administrative Assistant

Classification: Non-Exempt
Reports to: Senior Director of Veteran Services

Date: March 2024

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

JOB DESCRIPTION

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Summary/Objective

The Administrative Assistant is the first point of contact and supports visitors, clients, and employees. This position supports the Senior Director of Veteran Services and Vice President of Veteran Services to ensure program success in serving Veterans.

Essential Functions

• Answer multi-line telephones, direct telephone traffic, draft and respond to emails, and perform general receptionist duties.
• Maintain an awareness of the activity in Veteran Programs to direct incoming visitors and communication.
• Coordinate the administrative and operational duties for the above-designated leaders, including coordinating meetings and travel arrangements, preparing reports, etc.
• Compose, edit, and proof correspondence, announcements, and documents.
• Prepare and post documents on the designated SharePoint sites, including meeting agendas, minutes, correspondence, reports, and other related materials.
• Perform quality reviews of documents by the organization’s standards and other policies.
• Help organize and schedule complex activities, including extensive conference calls, meetings, web-based meetings, trainings, and organizational events.
• Coordinate Veteran leadership meetings or other staff training, to develop materials, prepare agendas, and participate in the group process.
• Provide support for coordinating travel arrangements, lunch meetings, business meetings, and special events.
• Coordinate with Veteran Services Administrative Assistant to ensure transparency and consistency across services
• Other duties as assigned.

Competencies

• Effective communicator, both oral and written
• Able to effectively deal with diverse individuals and groups
• Able to organize/prioritize large volumes of information
• Able to function under pressure to meet tight deadlines
• Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values

Supervisory Responsibility

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This would require lifting files, opening filing cabinets, and bending or stooping as necessary.

Position Type/Expected Hours of Work

This is a full-time or part-time status dependent on the position hired. For part-time status, days and hours will depend on program needs and the supervisor.

Travel

Up to 25% travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications

• High School diploma or equivalent
• One year experience in Administrative related work
• Proficient in Microsoft Suite

Preferred Education and Experience

• Associates degree
• Two years experience in similar Administrative work

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.

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