Aging Services Administrative Specialist - Montana Staffing : Job Details

General Statement Of Duties: The Administrative Specialist provides essential administrative support to the Area I Agency on Aging while also assisting with program monitoring responsibilities to ensure quality and compliance with the Older Americans Act (OAA), State of Montana Aging Services programs, and the Commodity Supplemental Food Program (CSFP). Duties include administrative support to agency leadership, coordination of meetings and correspondence, office management, and assisting with monitoring activities such as desk reviews, site visits, and reporting.

Minimum Qualifications: - One year of experience working with older adults or individuals with disabilities preferred; a combination of relevant experience and training may be considered. - Experience in record keeping and basic bookkeeping preferred. - Knowledge of public and private community resources, including State and Federal agencies, and the ability to connect individuals to appropriate services. - Proficiency in computer applications, including word processing and spreadsheets. - Ability to work effectively with older adults, family members, and other service providers. - Strong organizational skills, including the ability to manage monthly and quarterly schedules and submit required reports in a timely manner.

Essential Functions:

• Administrative Support
• Provide general office support including typing, filing, copying, processing mail, and answering phones.
• Assist with the preparation, distribution, and filing of correspondence and reports at the direction of the Director or program staff.
• Screen calls and schedule appointments for the Director; take messages in their absence.
• Maintain inventory of office supplies and order as necessary; assist with office equipment needs and vendor coordination.
• Coordinate and schedule Advisory Council, Board, and other meetings; prepare and distribute agendas, packets, and correspondence.
• Record, prepare, and distribute minutes for board, advisory, and committee meetings.
• Assist with planning and logistics for the Annual Meeting, AAA meetings, and other agency functions.
• Maintain accurate records and files for administrative activities.
• Support agency staff as needed to foster teamwork and fulfill the mission of the agency.

Program Monitoring & Compliance Support

• Assist with annual compliance monitoring of county contractors, including on-site visits, desk reviews, and documentation audits.
• Support the evaluation of contractor performance to ensure adherence to OAA, Montana DPHHS policies, CSFP requirements, and agency standards.
• Participate in CSFP monitoring, including reviewing documentation, conducting site visits, and preparing reports of findings.
• Assist in preparing monitoring reports of findings, including corrective action plans and timelines.
• Provide technical assistance and training support to contractors on compliance requirements, policies, and procedures.
• Track and follow up on corrective actions to ensure timely completion.
• Help maintain monitoring tools, checklists, and schedules.
• Collaborate with agency staff and the State of Montana to align monitoring practices with current regulations.
• Assist the Director with preparing compliance-related reports for state and federal oversight.

Other

• Attend other events pertinent to Aging services and AEM programs including quarterly AAA Advisory Council meetings, staff meetings, conferences and other training sessions.
• Is an advocate for the agency, programs, and communities that are served.
• Performs other related duties as assigned by supervisor.

Full-time, permanent position, dependent upon continued program funding. $20.00 per hour and up, depending on experience. Benefits include: Employer paid insurance (preferred provider-90/10, non-preferred provider-80/20, $500 eductible), sick leave and vacation; and 401K.

To apply for this position, submit a completed Action application (which includes Background Check Authorization and Authorization for Release of Information) to Job Service. Job Description and application are located in Tray 2 at the Glendive Job Service or contact the office at 406-###-#### or [email protected] to have the Action application materials and job description mailed, emailed or faxed to you.