Executive Assistant

1 month ago

Helena, United States State of Montana Full time
Executive Assistant-(24143109)

EXECUTIVE ASSISTANT

DIRECTOR'S OFFICE

HELENA, MT

MISSION -  Montana Department of Corrections is creating a safer Montana through Accountability, Rehabilitation and Empowerment. If you want to work making positive changes in the community the Montana Department of Corrections is the place for you

JOB OVERVIEW –  Are you a proactive and detail-oriented professional with exceptional administrative skills? Join the Department of Corrections as an Executive Assistant and play a vital role in supporting the Director's office. In this position, you will provide comprehensive administrative support to key staff members, contributing to the smooth operation of the office. Your integrity, communication prowess, and organizational abilities will be crucial in managing tasks and projects that uphold the agency's objectives.

Administrative Support: Provide high-level administrative assistance to the Director's office, including the Director, Deputy Director and Communications Director. Maintain confidentiality, professionalism, and discretion in all aspects of your role. Effective Communication: Exhibit excellent communication skills to facilitate interactions with internal and external stakeholders. Your professionalism and discretion will ensure effective correspondence on behalf of the office. Organizational Proficiency: Utilize your exceptional organizational skills to manage tasks, prioritize assignments, and respond to the ever-changing needs of the Director's office. Properly balance and adjust priorities based on business demands. Project Oversight: Oversee and manage administrative and operational initiatives or special projects on behalf of the management team. Measure, analyze, and report on project outcomes, while researching solutions and developing communication plans. Budget Management: Handle budget oversight for administrative projects or operations as necessary. Contribute to the fiscal responsibility of the office by ensuring efficient resource allocation. Process Improvement: Evaluate the adequacy of administrative and operational services and recommend improvements. Contribute to the enhancement of procedures and practices by identifying areas for optimization. Policy Analysis: Research the effects of administrative or operational changes, policy amendments, and legislative proposals. Summarize impacts and provide recommendations to inform decision-making. Stakeholder Engagement: Represent the agency or other stakeholders in meetings, facilitating discussions and sharing insights regarding administrative and operational progress and changes. Data Analysis: Utilize data analysis to monitor performance, track adherence to procedures and regulations, and initiate corrective actions as needed. ·Manage the Booking App for Central Office Motor Pool Vehicles. ·Manage Department of Corrections Motor Pool Vehicles – PM1 and PM2 Maintenance. ·Reconcile and Report Monthly Leased Motor Pool Mileage to Montana Department of Transportations for all Department of Corrections Motor Pool Vehicles throughout the state. ·Reconcile and Report Monthly Motor Pool Fuel Reconciliation Montana Department of Transportations for all Department of Corrections Motor Pool Vehicles throughout the state. ·Manage the ordering of all office supplies for Central Office employees and storage cabinets. ·Ordering of envelopments from Print and Mail for Restitution Department and Office. 

Join us in contributing to the effective functioning of the Director's office and the success of the Department of Corrections. Your dedication and expertise as an Executive Assistant will make a significant impact.

REQUIRED APPLICATION MATERIALS

Resume Cover Letter State of Montana Application

Materials submitted but not requested will not be considered in the selection process, please make sure all attachments are marked as RELEVANT.

If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.

Background screens which may include criminal records check, child/patient/offender abuse registries, and reference checks will be conducted for this position.

BENEFITS

Employment with the state may qualify you to receive student loan forgiveness under PSLF. Look to learn more and see if you may qualify

NOTICES

Prison Rape Elimination Act of 2003 -   Any person who has been convicted of engaging in or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or any person who has been civilly or administratively adjusted to have engaged in the activity as described are not qualified for this position.

Tobacco Free -  Use of all tobacco products, including smokeless tobacco products and tobacco substitutes in Department of Corrections buildings, is prohibited. In secure care facilities possession of tobacco products is also prohibited.

The Montana Department of Corrections is an   EOE / M / F / D / V / SO  (Equal Opportunity Employer: Minority, Female, Disabled, Veteran, Sexual Orientation)

QUALIFICATIONS

Bachelor’s degree in business or related field. Five years of experience in the agency services or related field. Other combinations of education or experience may be substituted.

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