Administrative Assistant

Job Description

Job Description

POSITION: Administrative Assistant

SUPERVISOR: Veterans Support Services Manager

PROGRAM: Veterans Support Services

LOCATION: Rocky Boy, Montana

STATUS: Full-Time, Non-Exempt

PAY: $18.50 - $19.19

GREAT PLAINS VETERANS SERVICES CENTER (GPVSC)

The Great Plains Veterans Services Center (GPVSC) was established on June 24, 2015, and recognized as a 501(c)(3) organization in February of 2016. The GPVSC is headquartered on the Rocky Boy's Indian Reservation in North Central Montana. The GPVSC established the Veterans Support Services (VSS) program in January 2017. The purpose of this program is to provide Veterans with access to all VA benefits they have earned; assist unemployed Veterans in becoming self-sufficient by transitioning them into the workforce; support homeless Veterans or at-risk for homelessness in attaining and maintaining housing; provide mental health and suicide prevention support; and provide case management to assist Veterans in overall quality of life needs. The VSS program’s service area includes three Indian Reservations and five rural Montana counties. In 2020, the GPVSC began operating its Veterans Transportation Services (VTS) program. This program provides transportation services to rural Montana Veterans for VA and VA-referred appointments. The VTS program’s service area includes six Indian Reservations and 45 rural Montana counties.

JOB OVERVIEW:

At the direction of the Veterans Support Services Manager, the Administrative Assistant supports VSS operations, focusing on scheduling, documentation quality, logistics, purchasing support, and event coordination across all sites. Provides staff support to the Veteran Case Managers and Veterans Support Services Manager, assisting Veterans in ensuring their overall well-being is satisfactory and sufficient to build and maintain a quality lifestyle. The VSSAA ensures daily operations, procedures, and standards are maintained in accordance with grant requirements and federal, tribal, and state laws and regulations.

DUTIES and RESPONSIBILITIES:

• Client Support & Program Support

  • Assist Veterans with completing forms, gathering documentation, and navigating eligibility steps for resources (e.g., VA health, education, housing).

  • Maintain filing and recordkeeping systems, including confidential files; create and maintain program reports.

  • Answer and route calls; manage calendars; schedule and confirm appointments and events; coordinate meeting logistics.

  • Enter, update, and retrieve information in Salesforce and other approved systems.

  • Maintain office supply inventories and place orders; support purchasing/logistics workflows per policy.

  • Represent GPVSC when attending local Veteran meetings, tribal gatherings, powwows, and other community activities by staffing information tables and providing guidance for Veteran services.

• Event Support

  • Plan and execute VSS events (workshops, outreach days, cultural and inclusion events), including venue/room reservations, AV and equipment, vendor and catering coordination, materials and care-package preparation, travel/lodging arrangements, and post-event reconciliation and after-action notes.

  • Serve as the day-of logistics lead for events: registration, hospitality, and issue resolution.

  • Maintain event calendars and inventories; coordinate cross-site logistics (Rocky Boy, Browning, Fort Belknap).

  • Support evening/weekend events as required; overtime/comp-time per policy.

  • Assist in planning and implementing peer-support groups, cultural events, and inclusion activities.

Perform other duties as assigned in support of GPVSC's mission and goals, such as providing backup support for check cashing and other programs.

KNOWLEDGE SKILLS and ABILITIES

• Proficiency in Microsoft Office and collaboration tools; ability to learn and use Salesforce.

• Strong customer service and communication skills; ability to maintain a calm, positive, and empathetic demeanor.

• Ability to prioritize tasks in a fast-paced environment with frequent interruptions.

• Attention to detail, confidentiality, and data-security practices.

• Ability to build effective working relationships with Veterans, staff, and community partners.

MINIMUM QUALIFICATIONS

• Two (2) years of experience providing office/program support in a team environment requiring public contact and computer usage; or two (2) years of college education.

• Any combination of experience and training that provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work will be considered.

• Preferred: Experience working with Native/Tribal communities; Veteran status or military-family experience.

• Valid driver’s license; insurable driving record; if out-of-state, obtain a Montana license within 30 days of hire; annual MVR checks; agency vehicles used primarily for work travel.

• Any combination of experience and training that provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work will be considered on a case-by-case basis.

PHYSICAL DEMANDS and WORKING CONDITIONS

• Work performed primarily on a computer for extended periods.

• Occasional local travel required.

• Adhere to safety, security, and health requirements; integrate injury, illness, and loss prevention into daily activities.

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