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Office Support Specialist

2 months ago


Hamilton, Montana, United States Ravalli County Full time
Job Overview

Salary: $18.33

POSITION: Administrative Clerk

REPORTS TO: Administrative Director

ROLE SUMMARY:

The Administrative Clerk serves as a vital civilian member of the team, equipped with the necessary knowledge, skills, and abilities to excel in this role. This position involves performing a range of moderately complex clerical and operational tasks, alongside providing specialized support. Responsibilities encompass various clerical functions and essential customer service interactions.

KEY RESPONSIBILITIES:

  • Engage positively with colleagues and the public.
  • Handle inquiries and provide assistance to citizens.
  • Collaborate effectively as part of a team.
  • Work efficiently under pressure and respond constructively to guidance.
  • Execute additional related tasks as required.

SUPERVISION:

Reports directly to the Administrative Director.

PRIMARY DUTIES:

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address office needs and changing office practices:

  • Conduct data entry tasks.
  • Retrieve and compile information and data.
  • Perform record searches and maintain accurate files.
  • Prepare public records requests and respond to inquiries.
  • Manage records retention in accordance with state laws.
  • Prepare and send correspondence.
  • Redact sensitive information as necessary.
  • Coordinate with other agencies as needed.
  • Maintain office supplies and equipment inventory.
  • Provide clerical support across various administrative functions.
  • Process and file sworn reports.
  • Represent the organization in meetings and training sessions as directed.
  • Safeguard confidential information.
  • Serve as a backup in other administrative areas as required.

QUALIFICATIONS:

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties:

Knowledge:

  • Familiarity with office supplies and equipment.
  • Understanding of relevant policies and procedures.
  • Knowledge of state records management mandates.
  • Proficiency in various software applications.
  • Awareness of filing systems and government agency operations.

Abilities:

  • Effectively communicate in English, both written and verbal.
  • Establish and maintain effective working relationships.
  • Multi-task and manage time efficiently.
  • Follow oral and written instructions accurately.
  • Maintain confidentiality and handle sensitive information responsibly.

SKILLS:

  • Proficient in basic mathematics and keyboarding.
  • Strong organizational and communication skills.
  • Ability to manage time effectively and prioritize tasks.
  • Interpersonal skills to interact with the public and colleagues.

EDUCATION AND EXPERIENCE:

Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

  • High School diploma or equivalent.
  • One year of clerical experience preferred.

LICENSES:

Possession of a valid driver's license is required.

WORKING ENVIRONMENT:

This position involves extensive public contact in a typical office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.