PHC Senior Executive Assistant

  • Missoula, Montana
  • May 16, 2024
Full Time Administration and Management
  • Salary: $20.15 Hourly USD

Job Description


Priority Application Date: May 20, 2024 by 5:00 PM (Mountain Time)

Complete applications with required attachments received by the 'Priority Application Date' will be guaranteed consideration. The position will remain open until filled.

  • Please complete all sections of the online application, even if a resume is submitted. A resume will not substitute for completing the work history section of the application.
  • Please include with your completed application the following attachments: Cover Letter and Resume. On your cover letter address your interest in working for PHC and your increasingly responsible administrative support experience.
  • Incomplete applications and applications without required attachments will be disqualified.
Complete job description available upon request to the Department of Human Resources.

Located halfway between Yellowstone and Glacier National Parks and home to the University of Montana, Missoula is an academic center situated in an outdoor enthusiast’s paradise. Depending on the season, you can hike, ski, fish, float rivers, ride mountain bikes, or just sit back and marvel at the surrounding scenery. Join us in scenic, sophisticated, and service-oriented Missoula!

Partnership Health Center (PHC), 2019 and 2022 winner of the Employer of Choice Award for Missoula, and 2022 winner of the Montana Employer of Choice Award, offers impeccable, integrated services to almost 18,000 individuals and families. A 14-site, co-applicant Federally Qualified Health Center with Missoula County, PHC fulfills its mission through the provision of a full range of primary care services - medical, dental, behavioral health, and an on-site pharmacy with a dedication to attending to the social determinants of health. Please visit our website to see the amazing benefits you willreceive by joining our team such as medical (no cost for employee), dental, and vision insurance, loan forgiveness, retirement plan contributions, and generous paid sick and vacation time.

Performs advanced administrative support duties to members of the Partnership Health Center (PHC) Leadership Team. Serves as a lead to those working under the Executive Assistant role.

Representative Examples of Work

Performs all duties of an Executive Assistant. Assists with training and mentoring of other Executive Assistants. Provides feedback to Department Directors on progress.

Manages schedule(s) of Leadership Team, anticipates need for supporting documents, arranges and coordinates meetings and events, takes meeting notes and prepares minutes, follows up on action items.

Obtains information to complete detailed forms and applications. Creates and maintains an organized filing system of paper and electronic documents.

Initiates and designs communications, surveys, correspondence, and presentations.
Acts as the administrative point of contact between PHC Leadership and internal/external clients. Handles Leadership’s requests and queries appropriately.

Acts as PHC liaison to manage employment contracts, professional services agreements, and other legal documents in cooperation with Leadership Team, HR staff, and legal professionals.

Assists in obtaining and compiling information and data for use in special reports; conducts research on assigned subjects; uses database applications to run reports and create graphs or charts; creates and organizes patient materials; may use desk top publishing to create brochures, newsletters or other publications.

Initiates and participates in quality assurance and quality improvement activities. Maintains logs and files; manages peer review and qualification data.


Performs related work as required or directed.

SUPERVISION RECEIVED : Works under the general supervision of PHC Leadership designee of assigned department.
SUPERVISION EXERCISED: None. Provides lead direction for specific projects.
WORKING RELATIONSHIPS : Numerous contacts with employees in other PHC divisions and satellite sites, other county departments and with the general public to obtain, clarify or give facts or information and to coordinate or advise on work efforts and to resolve operating problems.

KNOWLEDGE : Considerable knowledge of modern office practices, County office policies and departmental work routines. Considerable knowledge of public policy, public access and process with regard to program and departmental functions. Considerable knowledge of business English, grammar, spelling, punctuation and math. Working knowledge of medical terminology. Working knowledge of the principles and practices of HIPAA compliance.
Working knowledge of the PHC Corporate Compliance Guidelines. Working knowledge of processing contracts within the County. Working knowledge of process improvement approaches.
SKILLS : Skill in use of data entry equipment, personal computers and software including electronic health records, document sharing, word processing, spreadsheet, database, and desk top publishing.
ABILITIES : Ability to effectively communicate, orally and in writing, with a wide variety of people. Ability to provide information to the public on a wide range of topics. Ability to make responsible decisions in accordance with established policies and procedures. Ability to coordinate and respond to multiple demands in a stressful setting. Ability to meet deadlines. Ability to establish and maintain effective working relationships with individuals and groups from diverse backgrounds. Ability to analyze data. Ability to multi-task, problem-solve, and work with minimal supervision. Ability to initiate, plan, organize, and follow through on projects. Ability to anticipate and perform complex administrative support work requiring the exercise of independent judgment. Ability to maintain confidentiality.

Minimum Qualifications

An equivalent combination of education and experience may be considered.

EDUCATION : Associates degree required. Degrees best suited to this job are health services administration, administrative assisting and business.

EXPERIENCE : Requires three years of increasingly responsible administrative support experience which includes working with the general public.

SPECIAL REQUIREMENTS : Requires immunizations or proof of immunity to certain infectious diseases, and a TB test. New employees will be asked to volunteer vaccination status for required vaccines upon hire and will be offered assistance during hiring to receive necessary immunizations. Employees who have not received the vaccines required for their positions or who are unwilling to voluntarily provide vaccination status for required vaccines will receive a reasonable accommodation where such accommodation does not require an undue hardship or endanger the health or safely of any person.

Physical/Environmental Demands

The work is commonly performed in an office setting with a considerable amount of time using a computer. May require occasional light lifting (up to 20 lbs.). The employee may risk exposure to communicable diseases.

This summary outlines the benefit programs; actual benefits may vary depending on bargaining unit and employment status.

Missoula County will reward your contributions to our community with competitive compensation and generous benefits, including but not limited to:

Excellent Medical Health Benefits– Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $258.00 per pay period.

Medical deductible is $500 for an individual and $1,000 for a family.

Flexible Benefits Plan– Pre-tax out-of-pocket medical expenses and day care expenses.

Voluntary Life Insurance Coverage, Long and Short-Term Disability, Critical and Accident Insuranceare offered through Mutual ofOmaha.

Public Employees Retirement System– Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS). New members to the PERS have an opportunity to choose between two retirement plan options: the Defined Benefit Plan or the Defined Contribution Plan.

Sheriffs' Retirement System (SRS)– A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005.

Public Service Loan Forgiveness- Working for Missoula County may qualify you to receive student loan forgiveness. Look here to learn more and understand whether you may be eligible.

Supplemental Retirement Benefitsare offered through Valic or Nationwide.

Sick Leave– Full-time employees accrue 7.38hours per month and are eligible to use sick leave once you have been an employee for 90 days.The accrual is pro-rated for part-time employees.

Vacation Leave– Full-time employees accrue 9.24 hours per month and are eligible to use leave after continuous employment for a period of 6 full months. The accrual is pro-rated for part-time employees.

Holidays– The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years.

Paid Parental Leave (PPL)-In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Missoula County 6 continuous weeks of PPL to eligible full-time employees that have been with the county for 180 days. The hours are pro-rated for part-time employees.

Tuition Assistance- Because we value the professional and personal development of our employees, Missoula County is proud to offer reimbursement of certain education expenses.

Closing Date/Time: Continuous

Job Address

Missoula, Montana United States View Map