Outreach Assistant

Description

Position Summary

The Outreach Assistant supports the Admissions & Marketing Departments by assembling, packing, and shipping promotional mailers to Recovery Centers of Montana's current and potential referral sources. Referral sources may include hospitals, courts and probation offices, treatment providers, community agencies, and other professionals who refer clients to RCM.

This position also tracks every mailer in RCM's customer relationship management (CRM) program so that the Admissions and Outreach team has an accurate, up-to-date record of what was sent, to whom, and when. Good tracking helps the team follow up with referral sources and understand which outreach efforts are working.

This is an hourly, non-exempt position with a regular schedule of 9:00 a.m. to 3:00 p.m.

This job description does not state or imply that the duties listed are the only duties to be performed by the employee in this position. The employee is required to follow other job-related instructions and perform other job-related duties as requested by their supervisor.

Essential Job Functions

• Assemble promotional mailers according to approved templates, including brochures, program information, letters, and branded items.
• Box, label, and prepare mailers for shipment, confirming that each package is complete, professional in appearance, and addressed correctly.
• Coordinate outgoing shipments through USPS, UPS, FedEx, or other carriers as directed, and record tracking numbers when applicable.
• Enter each mailer into the CRM program, including the recipient, organization, date sent, contents, and tracking information.
• Keep referral source contact records in the CRM accurate and current, updating names, addresses, and contact details as changes are identified.
• Maintain mailer lists for current and potential referral sources as assigned by the supervisor.
• Run basic CRM reports on mailer activity and share them with the supervisor on the schedule requested.
• Flag returned or undeliverable mailers and update or correct the CRM record.
• Monitor inventory of mailer supplies, printed materials, and promotional items, and notify the supervisor when supplies are running low.
• Keep the mailer work area clean, organized, and safe.
• Use only RCM-approved marketing materials and messaging. Any new or changed content goes through the supervisor for approval before it is sent.
• Protect client confidentiality at all times. Mailers and CRM records contain referral source information only, and never include client names or any information that could identify a client, consistent with HIPAA and 42 CFR Part 2.
• Support general Admissions Department tasks as assigned, such as copying, filing, and preparing outreach materials for events.
• Follow all Recovery Centers of Montana policies and procedures.
• Perform other duties as assigned.
• Pick up mail from the Ranch twice a week, sort incoming mail, and scan and upload it to the designated OneDrive folder.

Attendance Requirements 

• The regular schedule for this position is 9:00 a.m. to 3:00 p.m. on scheduled workdays.
• This is an hourly, non-exempt position. All time worked must be accurately recorded, and any overtime must be approved by the supervisor in advance.
• Rest and meal breaks are provided according to RCM policy.
• Staff meetings and training meetings may require variations in the regular schedule.
• Permanent changes to an employee's work schedule will be provided in writing, with an explanation of why the change was made.
• Scheduling is the responsibility of the employer and is based on the needs of the Outreach Department.

Requirements

Minimum Qualifications

• High school diploma or General Education Diploma (GED).
• Basic computer skills, including email, data entry, and the ability to learn a CRM program.
• Successful completion of required background checks.
• Completion of RCM's required onboarding training, including confidentiality and HIPAA / 42 CFR Part 2 training.

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy, both in assembling mailers and in entering data.
• Ability to stay organized, manage repeat tasks, and meet mailing deadlines.
• Ability to follow written and verbal instructions and work independently once trained.
• Clear, professional communication with coworkers and, when needed, with referral source offices.
• Understanding the importance of confidentiality in a behavioral health setting.
• Prior experience with office work, shipping, or a CRM or database program is helpful but not required.

Physical Requirements

• Ability to lift, carry, and move boxes and mailer supplies of up to 25 pounds.
• Ability to stand, sit, bend, and reach for extended periods while assembling and packing mailers.
• Ability to use a computer for data entry for extended periods.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.