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Administrative Assistant- Public Health Programs

RiverStone Health
Billings, MT Full Time
POSTED ON 1/24/2025
AVAILABLE BEFORE 3/24/2025

Working title: Administrative Assistant-Public Health

Division: Public Health

FLSA status and schedule: Non-Exempt, Monday-Friday, 8 AM to 5 PM with occasional evenings and weekends for events

Reports to: Senior Director Client Health Services/Public Health Nursing

Wage Range: $17.29 to $ 20.71 per hour; depending on number of years of transferrable experience and internal equity                                   

RiverStone Health Overview 

Serving the Yellowstone County community and south-central Montana for nearly 50 years, RiverStone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection – HELP is what we do.  From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life.  Underlying principles of access, affordability, compassion and quality in all interactions, RiverStone Health improves life, health and safety for all of the communities we serve. Foremost, we are committed to the values of Justice, Equity, Diversity and Inclusion (JEDI) by cultivating an environment that protects and acknowledges the unique identities within our diverse community. 

Division and Program Overview: 

Public Health Services meets the community’s needs through a variety of pathway focus on prevention, protection and promotion.

Job Summary:

This position provides administrative and customer support to Public Health. The role of County Registrar resides in the position.

Essential Functions/Major Duties and Responsibilities:                                   

A.   Administrative Assistant                                                                          45%

  • Compassionate, friendly and professional customer communications in person, over the phone and in writing.
  • Provide administrative and clerical services to support successful completion of projects, assignments, or program activities.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Actively participate in supporting the goals, objectives and other organizational initiatives of the department or program.
  • Clerical services include but are not limited to managing incoming and outgoing mail, ordering and dispensing supplies, operating office equipment, coordinate mailings, compose letters and emails, record and distribute meeting minutes, develop spreadsheets, maintain databases and electronic and paper filing.
  • Manage time sensitive projects and meet deadlines in an accurate manner.
  • Coordinate communications with supervisor, co-workers, and clients.
  • Maintain confidentiality and respect for client privacy.
  • Attend staff and educational meetings.

B.   Public Health Services                                                                            50%

  • Data entry for Ryan White and Prevention Services
  • Serving as local registrar Yellowstone County, processing birth, death, and fetal death certificates received by the county, in accordance with the Office of Vital Statistics.
  • Preparing for and participating in outreach events as needed
  • Providing desk coverage for other programs as needed
  • Scheduling, setting up for, and taking minutes as assigned public meeting
  • Participates in all emergent and nonemergent functions of Public Health Services as assigned.

Non-Essential Functions/Other duties as assigned                                        5%

Perform other duties as assigned in support of the RiverStone’s mission and goals.

Education and Experience:

Minimum Qualifications

  • High School diploma or equivalent
  • Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Preferred Qualifications:

  • Experience working in a customer service environment

Certificates, Licenses, Registrations:

  • Required to obtain emergency preparedness on the job training at a minimum of ICS 100, 200, and 700

Knowledge, Skills, and Abilities:

  • Computer literacy, including Excel, Outlook and Word.
  • Knowledge of modern office procedures, practices and equipment.
  • Ability to maintain a calm and positive demeanor during difficult client interactions.
  • Ability to display non-judgmental and empathetic listening skills.
  • High degree of detail-oriented skill level.
  • Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.
  • Ability to work collaboratively and maintain a positive work environment.
  • Ability to communicate clearly and accurately with supervisors, co-workers and customers.
  • Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions.
  • Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality.
  • Ability to understand and adhere to required administrative policies and procedures.

Customer Service Excellence:

  • Does things right the first time and accepts responsibility for mistakes
  • Welcomes people to RiverStone Health
  • Showing respect for each customer
  • Anticipating customer needs and concerns
  • Updates and informs customers
  • Assists others and going the extra mile
  • Protecting privacy and confidentiality
  • Demonstrating proper telephone etiquette
  • Gathers information and responds to complaints promptly
  • Being professional
  • Accepts ownership of Service Excellence.

Supervision: None

Physical Demands and Working Conditions: 

  • Work is mainly performed on a computer up to 8 hours per day.
  • Standing, bending, sitting, lifting required
  • Travel to community events and off site meetings as needed
  • Extended periods of computer work
  • Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices.

Freedom to Act & Decision Making:

  • Work is structured by regulations and established practices. Decisions directly affect the quality of services provided to the public.

Communications & Networking:

  • Work directly with other team members to provide quality customer service for patients and customers.

Budget & Resource Management:

Not applicable

Candidates will be contacted via email and can log into the RiverStone Health UKG Career portal 24/7 to view status updates.

Salary : $17 - $21

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