What are the responsibilities and job description for the Administrative Assistant position at Gallatin County?
Under general supervision of the County Engineer, this position is responsible for and provides a range of administrative and program support services related to office management, tracking signage, completing payroll entry, deposits, Junk Vehicle program, and processing permits for the Road & Bridge and Engineering Department. This position also performs a variety of other duties as assigned by supervisors in support of ongoing Department operations and activities.
- Performs payroll processing by compiling and posting time tickets to time sheets and activity database, identifying and resolving errors or omissions, and responds to general questions from employees.
- Manages and maintains Department office supply and equipment inventories by identifying needs, preparing supply orders, and stocking supplies according to established purchasing and requisition policies and procedures. Monitors inventories to identify immediate needs and anticipate future needs, tracks purchasing records, and assesses available products to determine the most cost-efficient equipment.
- Maintains electronic and manual records systems to ensure the availability of accurate and complete information. Performs research regarding road rights-of-way, ownership, and historical data.
- Assists office staff with standard correspondence.
- Processes the Departments’ deposits from fee-based products and services.
- Provides extensive data processing services for Department spreadsheets, databases, and other records management systems to ensure accuracy and completeness. Provides quality assurance of data by verifying accuracy of records, removing obsolete data and files, and related activities.
- Serves as front office receptionist to assist and accommodate public visitors and telephone calls. Responds to routine questions about various program operations and activities and refers complex or technical inquiries to appropriate staff.
- Sorts, routes, and distributes mail, facsimiles, and electronic messages to ensure timely delivery of correspondence and materials to appropriate Department staff. Coordinates express shipments (e.g., UPS, Federal Express, etc.), registered and bulk mailings, and other specialized delivery services. Prioritizes mail to ensure that urgent incoming and outgoing mail is processed accordingly.
- Coordinates the purchase and tracking of road signs for the Department and public. Receives requests, maintains ordering logs, and receipts payments; maintains inventories of County signs to ensure availability; and coordinates orders according to specific requests by sign crews. Designs and maintains tracking databases to reflect changing information regarding installations, replacements, repairs, and other details.
- Processes the permits for the Road & Bridge and Engineering Departments. Researches and compiles specific information required to complete access, utility/right-of-way, and special event permits. Records and updates permit records, ensures appropriate follow-up with permit applicants, and coordinates permit reviews by the appropriate staff.
- Assists with junk vehicle processing by requesting and reviewing required documentation for accuracy and completeness. Responds to public inquiries regarding Junk Vehicle Program procedures and requirements.
- Performs a variety of other duties as assigned by supervisor. This includes participating in special projects, occasionally filling in for other employees, participating in ongoing training, and performing a variety of other duties as assigned. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.
This position requires knowledge of office management, records management, inventory control, and bookkeeping. Specialized services require knowledge of state and local rules, regulations, and policies regarding subdivisions, database and manual records management systems, payroll processing, and office software applications (e.g., word processing, database, bookkeeping, etc.). Extensive public contacts require excellent written and verbal communication skills and the ability to interact with others in a friendly, positive manner.
The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school plus one (1) year of experience in office management, business, bookkeeping, or related field.
As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.
For application consideration, the following documents are required to be submitted when you apply online:
- 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, color, religion, creed, political ideas, sex, sexual orientation, gender identity, age, marital status, national origin, or physical or mental disability.
Salary : $23 - $26
