Facilities/Construction Administrative Assistant

Box Elder, MT
Full Time
Facilities
Mid Level
POSITION STATEMENT:
The Administrative Assistant provides comprehensive administrative and technical support to the Facilities and Construction Departments of the Rocky Boy Health Center. This position performs a full range of administrative duties, assists with budget and procurement processes, supports construction project coordination, maintains records and documentation, and ensures efficient communication between departments, contractors, and leadership. The Administrative Assistant also assists in managing invoices, reports, and timelines for ongoing projects under the direction of the Facilities and Construction Directors.
KEY RESPONSIBILITIES
Administrative Support
  • Perform office automation duties using computers, multiple word processing software, electronic spreadsheets, and database programs to create, format, modify, and print correspondence, reports, and records.
  • Compile and produce regular and special reports as required by management; maintain organized electronic and physical files.
  • Receive telephone calls, emails, and visitors, and exercise sound judgment to route or resolve inquiries.
  • Maintain familiarity with day-to-day program operations, policies, and procedures to provide accurate and timely information to staff, contractors, and external agencies.
  • Prepare check requests, purchase orders, and requisitions for payment; obtain necessary approvals and route to Finance.
  • Track timesheets, signatures, and payroll submissions for Facilities and Construction staff.
  • Assist in scheduling meetings, maintaining calendars, recording minutes, and distributing correspondence.

Construction and Project Coordination
  • Assist the Construction Director in managing all phases of capital improvement and maintenance projects.
  • Support the preparation, organization, and tracking of contracts, purchase orders, change orders, and invoices.
  • Monitor project budgets and timelines; maintain accurate records of expenditures and commitments.
  • Prepare construction update reports for leadership and the Board of Directors.
  • Support field inspections, ensuring compliance with safety, quality, and regulatory standards.
  • Maintain project documentation including drawings, as-builts, permits, warranties, and compliance records.
  • Communicate with contractors, vendors, and departments to minimize operational disruptions during projects.
  • Assist with the closeout of construction projects, including documentation review and final payment processing.

Other Duties
  • Assist the Facilities Director with building inspections, supply procurement, and coordination of maintenance tasks as needed.
  • Support the department in emergency or on-call situations.
  • Undertake additional assignments or administrative functions as delegated to support the overall objectives of the Rocky Boy Health Center.
SCOPE AND EFFECT
This position contributes to the effective operation of the Facilities and Construction Divisions by ensuring timely communication, accurate recordkeeping, and administrative efficiency. The work directly impacts RBHC’s ability to maintain safe, functional, and compliant facilities and complete capital projects on time and within budget.
GUIDELINES
Activities are conducted in accordance with guidelines established by the Chippewa Cree Tribe, the Indian Health Service, and the Rocky Boy Health Center. Work requires knowledge of applicable building codes, safety standards, and financial management rules related to tribally operated health facilities.
PURPOSE OF CONTACTS
Contacts include internal departments, tribal offices, contractors, and vendors to coordinate project activities, acquire supplies and equipment, and ensure the timely resolution of maintenance and construction-related issues.
WORK ENVIRONMENT
Work is primarily performed in an office setting but may require occasional field visits to construction sites or maintenance areas. Exposure to outdoor conditions, noise, and dust may occur. Appropriate personal protective equipment will be provided as necessary.
PHYSICAL DEMANDS
The position requires sitting, standing, bending, and walking. Occasional lifting of up to 25 pounds may be required. Some travel between facilities and project sites may be necessary.
MINIMUM QUALIFICATIONS
  • Associate degree in Business Administration, Construction Management, or a related field preferred.
  • Minimum of three (3) years of experience in an administrative, project coordination, or construction support role.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with project management software preferred.
  • Possess a current valid Montana driver’s license at all times.
  • Must obtain CPR and First Aid certification within three (3) months of employment.
  • Must demonstrate strong organizational, communication, and multitasking skills.

Disclaimer

This employment announcement does not contain a comprehensive description of activities, duties, or responsibilities that are required for this position. Duties, responsibilities, and activities will be reviewed periodically as duties and responsibilities change with necessity. Applicants with credentials that do not meet the minimum qualification for this position will not be considered. Rocky Boy Health Center Human Resources disclaims responsibility for ensuring the completion of application packages, considering only those applications received in proper and completed form before the 4:00 PM closing date for the advertised position. This employment announcement is subject to change depending on budget availability and organizational priorities. Employment offers are contingent upon the satisfactory completion of a background check and pre-employment drug test, with successful applicants being subject to a 60-day probationary period.

Notice to Recruiting Agencies and Third-Party Vendors

Rocky Boy Health Center does not accept unsolicited resumes, proposals, or candidate submissions from recruiting agencies or third-party vendors. We are not seeking new recruiting or placement services for any positions at this time. Any unsolicited submissions will be considered property of Rocky Boy Health Center, and we will not be responsible for any associated fees.

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