Administrative Assistant (Part-Time)

## Description

# Administrative Assistant (Part-Time) – Bozeman

**Hourly Pay Rate + $3.00/hour Bozeman Differential**

**Schedule:** Approximately 20 hours per week. During regular business hours, the exact schedule is flexible and will be established with the supervisor. Examples include four 5-hour days, five 4-hour days, or another mutually agreed-upon schedule.

## Position Summary

Family Outreach is seeking a friendly, organized, and dependable **Part-Time Administrative Assistant** to join our Bozeman team. This position serves as the first point of contact for visitors, employees, and community partners while providing administrative support to our Early Intervention, Applied Behavior Analysis and Adult Services programs.

As an essential member of our team, you will help create a welcoming office environment, keep daily operations running smoothly, and provide support that allows our direct service staff to focus on serving children, adults, and families throughout our community.

This position is scheduled during regular business hours, **Monday through Friday, 9:00 AM to 3:00 PM**.

## Essential Duties & Responsibilities

• Welcome visitors, answer incoming phone calls, respond to general inquiries, take messages, and direct callers to the appropriate staff in a professional and courteous manner.
• Open and close the office as needed while maintaining a safe, secure, and welcoming environment.
• Receive referrals from professionals, families, and community partners, accurately enter information into internal systems, and distribute referrals to the appropriate staff.
• Develop and maintain a working knowledge of Family Outreach programs, services, and staff to effectively assist clients and community members.
• Provide administrative and clerical support to the Early Intervention, Applied Behavior Analysis and Adult Services teams, including assisting with special projects and providing coverage for key administrative functions during staff absences.
• Complete administrative work requests by accurately following written and verbal instructions, prioritizing assignments, and meeting established deadlines.
• Assist with preparing, editing, formatting, and proofreading documents, correspondence, reports, presentations, and other agency materials.
• Support community outreach and public relations efforts by preparing informational materials and assisting with approved social media updates and communications.
• Process incoming and outgoing mail, email, faxes, and deliveries to ensure timely distribution and response.
• Prepare program intake packets, brochures, forms, and other resource materials while maintaining organized inventories of agency documents and publications.
• Monitor office supply levels and coordinate supply orders with supervisor approval.
• Complete Material Supply Requisitions (MSRs) and maintain purchasing documentation as needed.
• Coordinate routine maintenance of office equipment, postage, office vehicles, and facility-related needs.
• Assist with maintaining electronic and paper filing systems while ensuring confidentiality of client and agency information.
• Complete required agency training and assist with maintaining electronic training records when requested.
• Provide basic technical assistance to staff with office software, equipment, and internal systems, referring complex issues to IT when appropriate.
• Support Business Office functions and other administrative projects as assigned.
• Perform additional duties as assigned to support the success of the Bozeman office and Family Outreach's mission.

## Why Join Family Outreach?

At Family Outreach, you'll be part of a team that believes every person deserves the opportunity to reach their fullest potential. We foster a collaborative, supportive workplace where your contributions make a meaningful difference every day. If you enjoy helping others, staying organized, and being part of a mission-driven organization, we'd love to hear from you.

## Qualifications

**KNOWLEDGE, SKILLS, & ABILITIES:**

• Knowledge of office administration principles and practices
• Knowledge of Family Outreach policy and procedures
• Business English, grammar, and spelling
• Personal computers skills and typical business software applications including word processing, spreadsheets, databases, Internet/email, electronic calendar, and presentation/graphic design applications
• Alpha/numeric filing methods and systems
• Training and experience with customer service methods and techniques
• Skill in the operation of office equipment including a computer, copier and operating a multi-line telephone system
• Ability to accomplish copious amounts of work in limited time while being flexible and skilled in multi-tasking.
• Requires the ability to work well with people under demanding conditions and at times stressful conditions
• Develops and maintains effective working relationships with a variety of people both internal and external to the operation.
• Must be highly organized and work independently and with initiative
• Identify when to ask for help, and be willing to ask for help when appropriate
• Follow procedures while serving company staff and customers in a polite and professional manner.

# QUALIFICATION REQUIREMENTS

• High school diploma
• Combination of education and experience equivalent to a two-year degree or certificate in Office Administration, or a related field preferred
• One year experience including computer, technical writing, office administration, and secretarial experience.
• This position requires a valid MT driver’s license or the ability to obtain a license within one month of hire, have access to a reliable vehicle, an acceptable driving record (ie: no convictions for DUI or reckless driving.
• Candidates must also successfully complete a background check and criminal history review.

Family Outreach may conduct annual reviews of employee’s driving records and criminal background checks.

All staff are required to report any changes in the status of either of these areas. \*Failure to do so could result in disciplinary action up to and including termination of your employment. These incidents are to be reported through your chain of command.

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# REPORTING REQUIREMENTS

The position reports to the onsite Support Services Supervisor who is overseen by the Early Intervention Program Manager. Work assignments are received from the supervisor as well as internal and external customers. Assignments are covered by established methods, procedures, and precedent, and the employee is responsible for choosing the appropriate procedure or precedent from a number of alternatives, for planning and executing work sequences, and for solving routine problems. The supervisor or users of the work product are typically available to provide assistance and may review work upon completion. Work is performed according to Policies and Procedures established by the Family Outreach Board of Directors and the State of Montana.

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# PERSONNEL MANAGEMENT

This is a non-supervisory position.
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# WORK RELATIONSHIPS/PERSONAL CONTACTS

The position is the primary point of contact for the public, and handles walk-in visitors and telephone calls regarding a range of issues. The position also involves contacts with consumers and families to relay information to program staff. The position answers routine and recurring procedural questions, and refers service or policy issues to other staff. The position involves contact with agency staff to relay information, coordinate work activities and projects, and resolve office coordination problems.

# WORKING CONDITIONS

Work is performed in a normal office environment. The position involves physical demands associated with working on a computer, communicating over the phone and in person, light lifting and filing, and travel by auto.

**JOB DESCRIPTION ACKNOWLEDGEMENT**

I HAVE REVIEWED THE POSITION PROFILE FOR **Administrative Assistant** AND I ACKNOWLEDGE THAT I KNOW AND UNDERSTAND MY DUTIES AND RESPONSIBILITIES AS AN EMPLOYEE OF FAMILY OUTREACH INC.