Facilities​/Construction Administrative Assistant

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.

• 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.

• 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.

• 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.

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.

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.

Contacts include internal departments, tribal offices, contractors, and vendors coordinate project activities, acquire…