Food Distribution Program Assistant

POSITION TITLE: Program Assistant
EMPLOYER: Little Shell Tribe of Chippewa Indians of Montana
CLASSIFICATION: Part-time (20 hours per week), Non-Exempt (Hourly)
LAST CLASSIFICATION DATE: December 2023
CLOSES: Until filled.
WAGE: Based on Experience, $16.00 -$17.50 per hour

*This position is grant funded by DPHHS. Continuance of this position will depend on continuance of the grant to the LST.

I. General Description of Work:
Under the supervision of the Food Distribution Program Coordinator and in accordance with the direction and mission of the Little Shell Tribe, the Program Assistant is delegated the responsibility of determining eligibility of applicants seeking services from the Food Distribution Program on Indian Reservations (FDPIR) Food Program. This position is also responsible for greeting and assisting clients and performing various clerical duties. This is a grant funded position.
A. Primary Job Responsibilities and Duties:
The requirements listed, are representative of the knowledge, skills, and abilities necessary to perform the essential functions of the job. To perform this job successfully, an individual must be able to carry out each task satisfactorily and perform other duties as assigned.
• Maintain client files, including applications, income verification, and case notes
• Determine eligibility of program applicants
• Maintain confidentiality of all clients and staff
• Prepare timely monthly reports as required by respective programs and agencies
• Create and fill issuances with participants in the absence of the warehouseman
• Assist with recording inventory when needed
• Perform data entry
• Cordially greet and assist clients; refer them to appropriate program or community resource
• Answer telephones in a courteous and timely manner and direct calls to appropriate staff
• Process incoming and outgoing mail
• Maintain knowledge of available agency staff and events
• Maintain inventory and order supplies as needed
• Provide clerical services for clients and staff
• Attends professional development activities
• Participates in staff meetings, team building, technical training, and coaching.
• Represents LST at community meetings and events.
• All other duties as assigned. Takes responsibility for other assignments as they arise in the development of program activities.
• All other duties as assigned.
I. Additional Knowledge, Skills and Abilities
• Effectively communicates on all platforms.
• Demonstrates dependability and punctuality.
• Adheres to a consistent work schedule.
• Demonstrates professionalism in the workplace.
• Maintains professional boundaries with participants.
• Must have the ability to work with a diverse number of people.
• Demonstrates positive and appropriate interactions with coworkers and management.
• Contributes to a harmonious and productive work environment.
• Must be a team player to ensure overall program success.
• Nurtures, builds, and mentors employees to build a cohesive team.
• Brings creative suggestions and potential solutions to direct supervisor regarding work barriers and team efficiency
a. Supervision Received
This position reports directly to the Food Distribution Program Coordinator for approval of the establishment of programming, planning, and other complex decision-making.
b. Supervision Exercised
No supervision is required for this position.
II. Working Relationships
Relationships are typically with tribal members, tribal, State and Federal officials, clients, individuals in other agencies and tribal departments and the general public for the purpose of providing information and assistance, resolving conflicts, solving problems, and providing services.
III. Working Conditions & Location
Office and shop environments with exposure to common hazards and normal effort required. Position spends a considerable amount of time in the Food Distribution Warehouse Building, and in the office.
On account of the office being located inside of our warehouse, the employee occasionally works near moving mechanical parts. The employee is also exposed, on occasion to fumes or airborne particles. The employee occasionally works outside and is exposed to the weather conditions prevalent at the time.
This position is required to be on-site and not remote.
A. Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee must occasionally move up to 25 pounds; maintain a stationary position while using a computer; frequently communicate with co-workers and members of the community on the phone, in writing and in person; needs to move about inside the office to access file cabinets, office machinery, etc. Must be able to maintain a stationary position while using a computer. Tasks will involve extended periods of time at a keyboard or workstation.
IV. Qualification Requirements
A. Education and Experience:
High School Diploma or equivalent.
Licenses and/or Certifications:
Must possess a valid Montana Driver’s License, proof of personal automobile insurance and must meet insurability requirements for agency automobile insurance policy.
A. Knowledge – Considerable knowledge of program management; understanding and knowledge of public health and social services and resources. working knowledge of day-to-day program and health operations and working knowledge of applicable federal agency policies and procedures; knowledge of social media platforms, Canva, Microsoft Word, Excel, PowerPoint, and Outlook.
B. Skills –Must be able to move products or equipment up to 50lbs and work with sharp and/or hot equipment; completion and certification of a state or local government approved server training program.
The successful candidate will demonstrate the ability to carry out duties with minimal supervision. This Program Assistant must possess a great deal of self-motivation and organizational skills. They must also have exceptional interpersonal and communication skills to work with community stakeholders and members. Time management skills to meet deadlines are essential to the position.
C. Abilities – Ability to communicate effectively orally and in writing; ability to function in a culturally diverse environment; ability to work independently, ability to maintain a liaison.
with other organizations and tribes; ability to establish and maintain effective working relationships with others and must exercise critical thinking.
Necessary Special Requirements – Must possess a valid driver’s license and have no alcohol related convictions for the last three years. Must be able to travel out of area for training and conferences.
D. Client Service Skills – Must possess superb client service skills and be able to effectively communicate with clients about Little Shell program services.
II. Conditions of Employment
A. Candidates must be able to pass a drug test at the time of hire and throughout employment.
B. Candidates must pass a criminal background check at the time of hire and periodically throughout employment.
C. Candidates must possess a valid driver’s license and meet insurability requirements of the Tribe.
III. Indian Preference
The position is subject to the Little Shell Tribe’s Indian Preference Policy.
IV. How to Apply
Qualified candidates must submit the following materials to d.perrien@lstribe.org
A. Resume
B. Cover Letter
Any questions should be directed to the following: d.perrien@lstribe.org