Under general supervision of the Operations and Procurement Director, this position is responsible for coordinating bookkeeping, budget tracking, payroll entry and compliance, and managing and updating inventory databases; office communications and customer services; and a range of administrative support services. This position provides oversite and associated services for the County Document Storage area. This position reports to the Operations and Procurement Director and does not directly supervise other County personnel.

Each duty listed below makes up at least 20% of the job, and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated.

OPERATIONS AND PROCUREMENT

• Coordinates accounts payable/receivable processes for the Facilities, Operations and Procurement Department. Reviews invoices, claims, and payments to ensure accuracy and completeness and maintains bookkeeping records of all transactions. Coordinates billing cycles for City of Bozeman’s lease at the County’s Law and Justice Center as well as any future lease agreements related to the Facilities Department. Responsible for billing the City for shared Fire/911building expenses.
• Manages the County Document Storage inventory.
• Coordinates budget planning each fiscal year. Compiles necessary reports and tracks budget items as requested (e.g., utilities, maintenance requirements, supply orders, etc.); and researches and recommends options to the Operations and Procurement Director. Researches, compiles, and verifies all documentation required for formal budget submittal. Works with the Finance office on proper submittal of budget.
• Coordinates employee payroll processing within the Department. Reviews and verifies employee timesheets for supervisory signature and submittal. Responds to routine payroll questions and refers more specific inquiries to appropriate staff and managers.
• Procurement Clerk responsibilities: manage miscellaneous procurements as directed by Operations and Procurement Director. This includes sourcing, pricing and obtaining proposals. Also requests and obtains cut sheets and/or drawings as requesting related to the procurement process. Tracks and maintains the County’s contractor insurance database. Assists with Contract Routing to all parties.
• May be responsible to help draft memos, and correspondence for signature or direct dissemination. As requested, will design spreadsheets that incorporate needed information.
• Receives and enters maintenance requests.
• Provides reception and customer services for the Operations and Procurement Department. Receives and routes incoming telephone calls; greets and guides visitors to meetings, information sources, and other staff; and responds directly to routine inquires.
• Develops and recommends office policies and procedures to improve the quality and efficiency of operations, including ordering office supplies and equipment, Department communications, procedures, etc.
• Maintains Department records in databases, spreadsheets, logs, and physical files. Ensures accuracy, accessibility, and security/confidentiality of Department records.
• May compile supplementary information and materials required for meetings (e.g., information packets, presentation equipment, etc.).
• Receives and routes incoming mail, faxes, and electronic messages.

This position requires knowledge of bookkeeping, records and database management, written and verbal communications, and customer service standards. Position requires extensive knowledge of Excel and inventory procedures and tracking; position also requires the operation of standard office software (Outlook and Word) and basic office machinery. Position must be able to maintain the integrity of sensitive and highly confidential information; exercise courtesy and tact in receiving the public, staff and elected official, and in giving and obtaining information in person and over the phone; and establish and maintain cooperative relationships with those contacted in the course of work.The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent a Bachelor's Degree and at least one year of experience in bookkeeping, records management, and/or office administration or a completion of a technical program or apprenticeship and at least two (2) years of work experience in bookkeeping, records management, and/or office administration.
 About Gallatin County: 

Located in a sweeping valley in the heart of the Rocky Mountains, Gallatin County is the most populated and fastest growing county in scenic southwest Montana. The County Seat of Bozeman at large encompasses over 50,000 people, yet has a small town feel. Located in a breathtaking Rocky Mountain setting, it is close to world-class downhill skiing, blue ribbon trout streams, Yellowstone National Park and a multitude of other outdoor activities in the pristine nearby wilderness areas.

Gallatin County covers over 2,500 square miles of mountain lands varying in topography and climate from temperate river valleys to snow-capped peaks and open ranch lands. Nearly half of all the land in Gallatin County is under public ownership by the Gallatin National Forest, the State of Montana, Bureau of Land Management or the National Park Service.

Gallatin County is large and diverse, featuring everything from the spectacular scenery of Yellowstone National Park (our first National Park) to lush farmland, and a growing economy of high-tech industries. Skiers, outdoor enthusiasts, wildlife watchers, mothers and fathers, business owners, vacationers, ranchers, retirees, students, and many others have grown to love Gallatin County's boundless opportunities.

Some of the many benefits offered to full-time and part-time employees: 
Excellent Medical Health Benefits – Group health benefits, including dental and vision coverage, are available to eligible County employees. The medical health benefits premium is covered for full-time employees. The County contribution is pro-rated on hours paid for part-time employees. The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.Medical deductible is $400 for an individual and $1,000 for a family.  
Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees. The hours are pro-rated for part-time employees.Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses. 
To see all of our benefits, please click on the benefits tab.

Licenses and Certifications: Position must possess a valid driver's license issued by the state of Montana or attain a Montana driver's license within six months of hire and be insurable under the County's liability policies. 

As a condition of hire, the final candidates will be required to successfully pass an extensive background investigation and fingerprinting will be performed to disclose any criminal record or convictions.  

Please be prepared to attach the following required documents while submitting your application:

• Cover Letter
• Resume’
• Three (3) work references

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.