Administrative Assistant

18 hours ago

Helena, United States State of Montana Full time
Administrative Assistant - Parks & Outdoor Recreation-(24142658)

Please remember to attach the required documents Cover Letter and Resume listed in this announcement. Applications missing the requested documents will be considered incomplete and may not progress further in the process. Documents not requested will not be considered in the recruitment process. The State Application is not a substitute for a Resume. This position closes at 11:59 PM Mountain Time on October 16, 2024. You must apply through the State of Montana Career site. 

Special Information:
Identity of applicants who become finalists may be released to the public if the Department deems it necessary.Employees who exceed 1,040 hours in a calendar year are also provided health, dental and life insurance. Other benefits include retirement, paid vacation, sick and holidays.This position may be covered by a VEBA (Voluntary Employee Beneficiary Association).

A successful applicant will be subject to a background investigation.Women and minorities are under-represented in this job category and are encouraged to apply.

Job Duties:

Division Administrative Assistance:

ThispositionservesasaspecialassistanttotheDivisionAdministrator.Servesasprimarypointof contact for public andliaison for Helena andregional staffonstate park andrecreation issues.

•Thispositionisresponsible forensuringthattheParkDivision officefunctionsappropriate and efficiently.

•Helpsin updatingwebsitecontent ontheParks andRecreation webpages in coordination withthe Communication-Educationstaff.

•Responsible foraccurate,professional, timelycompletion andcoordination ofcorrespondence,filing, andotherinformation.Updates andmaintains filingindexsystem in hardcopy andAccess database. Reviews bills andInitiates monitoring of legislative issues fordivision includingprimary contact on testimony and fiscal note tracking, monitoring hearing dates, filing, listening, and monitoring emerging legislative issues.

•Reviews correspondenceandrequests for information and action and disseminates toappropriate staff.Preparesroutinedraftcorrespondenceandtakesminutesfor staffmeetings.Tracksandassigns correspondencerequiringresponse bythe Division andfollows uptoensure deadlines are met.

•Receivesanddistributesaccurate,clear,completename/phonenumbermessagesandfollowsupwi1 oralrequestsfor information; isthe major responder to facilitate information exchange.Responsible formail distribution.

•Arrangeaccommodations/logisticsformeetings andhearings.Assiststaffwithconductingconference calls.Typevouchersfor vendor payments andmaintain invoicefiles.Handlecreditcardverifications and payments.

•Back upfor the variousprogram staffwhen requestedto include,reservations, communications,trail program staff.Regularly assists administrativestafffromother divisions inhandlingtheir workloads. Givenspecialassignments-e.g.serveondivisioncommitteestoimprovemanagement,teamworkand morale, various assignments duringa legislative session, etc..

MontanaStateParksandRecreation Board:

•CoordinatesandorganizesParkboardmeetingactivitiesincluding: Create Annual Board meeting schedule and agenda.

CreateAnnualPre-BoardSchedule.SchedulePre-boardstaffmeetings,solicitagenda items/time allotments fromDivision staffandcompile agenda.AttendMeetings.Collate submittedagendamaterialsandadjustagendato incorporateitemsofdiscussion for each meetingandsendtoboardalongwithbackupmaterials.

•Indexagendatopicsfor historicalandreferencepurposes,maintainminutes,postagendasandminu1 on website, handle travel reimbursement claims, set uppublic address system and electronic equipment.

•Board Meetings-makesmeetingroom arrangements, attends meetings, records meeting, takes notes andtranscribes minutesintoasummarized condensed, precisecontentofsubjectsdiscussed, motions verbatim, and distribute for review for finalization within a week of the meeting. Set up and conduct conference calls.

•Interpret andresearch agenda topicsto assure accurate minutetranslation.Research requestsfor information from Board members, staff andthe public.Responsible formakingtravel and room arrangements, and other arrangements and activities associated withthe Board.Will work directly withBoard members onspecific items asrequested.Maytravelout oftown3-4times a year for 2-3 days at a time.Provide new board members with "how-to"and reference information.

•TheParksboardisavisiblegroupthatdealswithdivergentviewsandresolvessensitiveproblemsin a high profile public setting.The incumbent must be able towork in a dynamic climate, present themselves professionallyand assist in the orderly presentation of topics.

•The incumbent willcoordinate the sequential activitiesthat make upthepreparation of andactual commission meeting.

AssistonSpecialProjectssuchas:RecreationalTrailsprogramadministration,customerrelations:

This position isvaried and regularly assists numerous staff with bothcomplex and simplistic tasks including handling angry customers, reconciling complex federal grants payments andinputtingdata associated with such, interpreting state laws relatingto purchasing or public involvement, or auditingper diem reimbursementsfor various boards and citizen groups that provide support to the division.Thisposition mu haveknowledge of, understand andprovidedirection to customersinrespondingto avariety ofculturaland naturalresourceagencies.Researchfilesandissuesforadministratortoenhancehistoricunderstandingand perspective.

Knowledge, Skills and Abilities: 

Thorough working knowledge of office principles and practices.Work reflects good organizational skills, neatness/accuracy.Considerable knowledge of writing techniques and grammar.Dependable/reliable; strong ability for being flexible/adaptable; handle multi-tasks.Skills in organizing, prioritizing and time management.Excellent communication skills.Ability of sitting in a meeting, listening, take notes, and condense/paraphrase the facts of that meeting in a final format for others to comprehend. Skill in operation of word processor, transcriber and recording equipment.Typing ability a minimum of 60 wpm.Ability to establish and maintain effective working relationships with staff, with board members, special interest groups and to build a good public rapport.Ability to quickly gain knowledge of state government and department policies, administrative procedures and federal state and local natural cultural and recreational resources programs. Mandatory computer software: Microsoft Word/Excel/PowerPoint/ Internet aptitude; highly desirable computer software: Microsoft Outlook/Access.

Minimum Qualifications (Education and Experience):

The knowledge, skills, and abilities of this position are generally attained through 2 years of job-related or vocational training and at least 3 years of job related experience with emphasis on office practices and office management.One year of experience in a natural resource agency is desirable. Other combinations of education and experience will be considered on a case-by-case basis.

  • Legal Administrative Assistant

    7 days ago

    Helena, United States State of Montana Full time

    Legal Administrative Assistant-(24142506) Position Title: Legal Administrative Assistant The  Montana Department of Transportation (MDT) is recruiting for a Legal Administrative Assistant. This position provides legal support to the Paralegals and Attorneys within Legal Services. Provides office management support by answering the phones, distributing...

  • Legal Administrative Assistant

    4 days ago

    Helena, Montana, United States State of Montana Full time

    Legal Administrative AssistantThe Montana Department of Transportation (MDT) is seeking a skilled Legal Administrative Assistant to provide critical support to the Paralegals and Attorneys within Legal Services. Key responsibilities include providing office management support, answering phones, distributing mail, and ensuring documents are properly sorted...

  • Administrative Assistant

    1 week ago

    Helena, United States State of Montana Full time

    MISSION STATEMENT : Empowering all Montanans through work and opportunity. DLI CORE VALUES: Responsiveness Respect Integrity Excellence Cohesiveness It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI  Watch...

  • Administrative Assistant

    2 weeks ago

    Helena, United States State of Montana Full time

    MISSION STATEMENT : Empowering all Montanans through work and opportunity. DLI CORE VALUES: Responsiveness Respect Integrity Excellence Cohesiveness It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI  Watch...

  • Administrative Assistant

    4 weeks ago

    Helena, United States State of Montana Full time

    MISSION STATEMENT : Empowering all Montanans through work and opportunity. DLI CORE VALUES: Responsiveness Respect Integrity Excellence Cohesiveness It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI  Watch...

  • Fisheries Administrative Assistant

    2 weeks ago

    Helena, Montana, United States State of Montana Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our Fisheries team. As a key member of our department, you will provide administrative support to our staff, ensuring the smooth operation of our daily activities.Key ResponsibilitiesManage calendars, prepare meeting materials, and take notes during staff...

  • Administrative Assistant 3

    2 weeks ago

    Helena, Montana, United States State of Montana Full time

    Job Overview:The Administrative Specialist plays a crucial role in the Central Land Office (CLO) by coordinating various fiscal and program administration activities. Key responsibilities include performing Area accounting, budgeting, and related fiscal activities, as well as providing administrative and technical support to internal and external...

  • Fisheries Administrative Assistant

    3 weeks ago

    Helena, United States State of Montana Full time

    Fisheries Administrative Assistant -(24142466) Please remember to attach the required documents  Cover Letter and Resume  listed in this announcement. Applications missing the requested documents will be considered incomplete and may not progress further in the process. Documents not requested will not be considered in the recruitment process. The State...

  • Executive Assistant

    3 weeks ago

    Helena, Montana, United States State of Montana Full time

    About the RoleWe are seeking a highly skilled and motivated individual to join our dynamic leadership team as an Executive Assistant in the Director's Office of the Department of Administration. This is a full-time, in-office position that requires excellent administrative support skills and the ability to work effectively in a fast-paced environment.Key...

  • Judicial Administrative Assistant II

    2 weeks ago

    Helena, Montana, United States State of Montana Full time

    Job OverviewWe are seeking a highly skilled and detail-oriented Judicial Administrative Assistant II to join our team at the State of Montana. This is a unique opportunity to work in a fast-paced legal environment, supporting the daily operations of three Montana Supreme Court Justices.Key ResponsibilitiesAssist justices in preparing weekly orders and...

  • Administrative Assistant

    2 days ago

    Helena, United States State of Montana Full time

    Administrative Assistant - Short Term Worker-(24142654) MTHS offers a unique workplace for its employees. It’s filled with friendly and creative staff members who work together to offer the public exciting and innovative ways to experience Montana’s history. The ideal candidate will be a positive representative of the Montana Historical Society to the...

  • Administrative Coordinator for the Department of Administration

    3 weeks ago

    Helena, Montana, United States State of Montana Full time

    About the RoleWe are seeking a highly skilled and detail-oriented individual to join our dynamic leadership team as an Executive Assistant in the Director's Office of the Department of Administration.Key ResponsibilitiesProvide administrative support to the Director and other department staff, including calendaring, materials preparation, email management,...

  • Administrative Assistant 2

    4 months ago

    Helena, United States State of Montana Full time

    Job Overview: The Administrative Assistant II is instrumental in ensuring the effective operations of Public Defender offices by performing a variety of high level administrative and office support activities.This position’s responsibilities are to ensure the smooth and effective operations of the office which include but are not limited to data...

  • Administrative Coordinator

    2 weeks ago

    Helena, Montana, United States State of Montana Full time

    Job Overview:The Administrative Specialist coordinates a variety of fiscal and program administration activities for the Central Land Office (CLO). Duties include performing Area accounting, budgeting, and related fiscal activities; Helena Unit business administration, performing CLO administrative operations (e.g., contract administration, procurement,...

  • Judicial Administrative Assistant II

    3 weeks ago

    Helena, United States State of Montana Full time

    Job Overview: ·A criminal background check is required for the successful applicant. ·An employee new to the Judicial Branch will serve a one-year probationary period. This is legal and administrative office support and judicial process coordination work for three Montana Supreme Court Justices. Work includes assisting justices prepare weekly...

  • Court Administrator

    2 weeks ago

    Helena, Montana, United States State of Montana Full time

    {"title": "Court Administrator", "subtitle": "Lead the Judicial Branch", "content": "The State of Montana is seeking a highly skilled and experienced leader to serve as Court Administrator for the Judicial Branch. This is an ideal position for a person with a proven track record as a successful manager and leader of a large, complex organization.The Court...

  • Court Administrator

    1 week ago

    Helena, Montana, United States Montana Department of Labor and Industry Full time

    Job DescriptionThe Montana Judicial Branch is seeking a highly skilled and experienced leader to serve as Court Administrator. This is an ideal position for a person with a proven track record as a successful manager and leader of a large, complex organization.Key ResponsibilitiesManage administrative matters for the Chief Justice and the Court, and perform...

  • Administrative Assistant 3

    2 months ago

    Helena, United States State of Montana Full time

    Job Overview: The Administrative Specialist coordinates a variety of fiscal and program administration activities for the Central Land Office (CLO). Duties include performing Area accounting, budgeting, and related fiscal activities; Helena Unit business administration, performing CLO administrative operations (e.g., contract administration,...

  • Administrative Support Associate

    2 weeks ago

    Helena, Montana, United States Les Schwab Tire Center Full time

    Les Schwab Tire Center - Helena #908 [Auto Service Technician] **About the Role:**As an Administrative Support at Les Schwab Tire Center, you will be responsible for providing exceptional customer service and administrative support to our team.**Key Responsibilities:*** Greet customers and discuss their needs and concerns* Provide product and service quotes...

  • Executive Administrative Coordinator

    4 weeks ago

    Helena, Montana, United States State of Montana Full time

    Job Overview: The Executive Administrative Coordinator plays a vital role in managing various fiscal and programmatic administrative functions for the Central Land Office (CLO). Responsibilities encompass executing Area accounting, budgeting, and associated financial tasks; overseeing Helena Unit business operations, including CLO administrative...