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Administrative Assistant

4 weeks ago

Helena, United States Montana Staffing Full time

Administrative AssistantThe Construction and Facilities Management Office (CFMO) is the principal advisor to the Montana Adjutant General regarding all real property, facilities, construction, and environmental management programs for the Montana Army National Guard (MTARNG). CFMO manages the sustainment and recapitalization of existing real property and the construction of new facilities. The centralization of the construction and facility management expertise in CFMO enables the division to efficiently and resourcefully support the individual missions of MTARNG, Montana Disaster and Emergency Services, Montana Youth Challenge Academy, STARBASE and Montana Veterans Affairs. CFMO manages over 1,600 assets: roughly 2M square feet of facility space and 32,000 acres of land. The Department of Military Affairs is looking for an administrative assistant. The position coordinates a variety of administrative support activities for the CFMO staff including planning, organizing, and managing special events and conducts other related activities to support the ongoing operations of CFMO.Duties:Serves as a primary point of initial contact for CFMO staff, members of the public, and other visitors/callers.Provides a variety of clerical support services including database management, filing and maintaining electronic paper files, photocopying, compiling and distributing information data, and other services as required.Arranges and participates in CFMO meetings, conferences, and seminars by providing logistical support (e.g. coordinating schedules, reserving meeting rooms, scheduling audio-visual equipment, etc.), and providing notifications as required. Records, transcribes, and distributes meeting minutes to appropriate parties.Research and organizes information for various projects, meetings, reports, and presentations for the Resources Branch. Interprets, analyzes and prioritizes specific information needs and appropriate information sources.Oversees and directs the establishment and maintenance of electronic and manual records management systems to ensure the availability of essential program data, executive correspondence, and other information.Minimum Qualifications:High school education or equivalent required and additional post-secondary training related to business management, financial management or another related field is desired.One-year job-related college or vocational training in business, communications, and/or office technology.1-2 years of experience in bookkeeping, customer service, office management and working with program rules, processes and procedures.Other combinations of education and experience may be considered.Knowledge, Skills, and Abilities:Microsoft Office experience and expertise.Knowledge of office management practices.Skill in all aspects of written and verbal communications.Knowledge of business communication formats, compositions, and editorial practices.Ability to establish and maintain positive professional relationships with agency staff, military members, contractors, and the public.Location: Helena