Program Support Assistant

Location: Billings, MT
Date Posted: 04-05-2018
JOB SUMMARY
Under the supervision of the Program Director and in accordance with the direction and mission of District 7 HRDC, the Program Support Assistant is delegated the responsibility of managing the flow of files for the Pathways program, greeting and assisting clients, and performing various clerical duties.
 
MISSION OF ORGANIZATION
Through its mission, HRDC empowers people in need through the mobilization and development of community resources creating opportunities for success in Big Horn, Carbon, Stillwater, Sweet Grass, and Yellowstone Counties. All HRDC activities focus on 6 national goals: Self-sufficiency, community revitalization, community ownership and pride, partnerships among supporters and service providers, agencies increase their capacity, and strengthen families and communities.
 
ESSENTIAL DUTIES
Front Desk Operations:
  • Cordially greet and assist clients; refer them to appropriate program or community resources
  • Answer phones in a courteous professional manner, direct calls to the appropriate staff
  • Notify staff when clients arrive to meet with them
  • Monitor the waiting room and ensure that clients don’t wait too long
  • Assist with a variety of clerical tasks including:
    • Copying
    • Faxing
    • Risograph
    • Preparing work orders
    • Preparing outgoing mail using postage machine
    • Preparing bulk mail
    • Maintain and order staff office supplies
    • Room reservations
    • Data entry
  • Maintain clean workspace daily
    • Wipe counters
    • Wipe client computer area
    • Wipe play area and toys
  • Deliver mail to the Post Office daily
  • Prepare monthly reports
    • Postage
    • Risograph
    • Copier 
Program Support Operations:
  • Determine eligibility of program applicants
  • Manage program files
    • Create enrollment packets, ensuring all the correct forms are included
    • Prepare files after clients enroll
    • Thin thick files
    • Prepare files after they close, including recycling classification files and transferring documents into folders
    • End of year file retention, including boxing up all of the previous year
    • Shredding expired files
  • Facilitate Pathways enrollments
  • Manage key inventory for Pathways program
  • Data entry into CHIMES, CDS, and Access
    • CDS-Basic intakes and services
    • CHIMES-services, letters, case notes, etc.
    • Access-various program data, i.e. trainings, enrollments, etc.
  • Collect and distribute inter-office mail
  • Manage the Job Board-weekly
  • Supervise WEX clients
  • Provide front desk coverage as needed to all three floors which include additional responsibilities, such as opening and distributing mail, receipting money, etc. 
MINIMUM QUALIFICATIONS 
Education and Experience:
Associates Degree with one year experience in an office setting, or equivalent combination of education and experience.
 
Licenses and/or Certifications:
Not applicable to this position.  
 
 
Becky Millman, Human Resources Manager
Human Resources Department | 406.247.4710 | bmillman@hrdc7.org


District 7 Human Resources Development Council
7 North 31st Street, P.O. Box 2016, Billings, MT 59103
hrdc7.org | 800.433.1411 | fax 406.248.2943
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