ADMINISTRATIVE ASSISTANT II

Brief Description

Lewis and Clark County Public Works is recruiting for An Administrative Assistant II. Under general supervision of the Assistant Public Works Director, this position performs administration support duties for the Public Works Department, including but not limited to the Road, Bridge, Shop, Buildings and Solid Waste divisions.

Who We Are

The County Public Works Department is responsible for the following divisions or areas of services.

• Public Works Administration
• Roads, Bridge, and Sign Divisions
• Vehicle Maintenance
• Solid Waste Division
• Building Maintenance Division
  
  

Public Works Administration oversees the administration and financial operations of all programs, services, and projects of the Lewis and Clark County Public Works Department.

The Road, Bridge, and Sign Divisions are responsible for maintaining County roads and bridges. During the winter they provide County residents with snow removal services such as plowing and sanding. They oversee the design and reconstruction of existing roads and bridges, perform maintenance projects such as pothole repairs, chip seals, striping, signage, safety modifications, drainage, and storm water improvements.

The Vehicle Maintenance Division is responsible for the operation and maintenance of County vehicles. This includes large equipment such as graders, backhoes, loaders, snowplows, dump, patch, and water trucks. They also perform light vehicle maintenance on pickups and sedans.

The City of Helena Solid Waste Division is responsible for the management of the Lewis and Clark County Landfill, the Marysville Container Site, the closed Scratch Gravel Landfill, and represents the Department of Health on the Lincoln and Augusta Solid Waste Boards.

Benefits

Lewis and Clark County offers a competitive benefits package!

Includes:

• Health Coverage – 2 Types of Health Plans which includes medical, dental, vision, and pharmacy coverage;
• Traditional Plan - cost for employee only is $50 per month and with the Wellness incentive, the cost may be reduced to $0 per month for full-time employees;
• High Deductible Health Plan – cost for employee is $0 per month and a additional $1200 per year to a Health Savings Account for full time employees;
• PureView Health Center – preferred clinic provider and no cost to the employee and his/her dependents;
• Retirement plans;
• Paid Vacation and Sick Leave and Holidays;
• Employees are provided with $25,000.00 of Life Insurance and $25, 000.00 of AD&D insurance as a new employee;
• Wellness Screening Incentive;
• Gym Membership Reimbursement;
• Voluntary Supplemental Life Insurance;
• Public Service Loan Forgiveness (PSLF) – Employment with the County may qualify you to receive student loan forgiveness under the PSLF. Look here to learn more and see if you may qualify!
• https://fed-pro.org/public-service/
  

Includes:

Other Benefits

• Working in a fast-paced environment;
• Cost of living increases;
• Market adjustments;
• Step based wage increases;
• Paid parental leave.
  
  

Requirements

The knowledge, skills, and abilities are acquired through a combination of education and experience equivalent to a high school diploma and two years as an administrative secretary, or similar. Associates degree in business or office technology or equivalent preferred. Other combinations of education and experience may be considered.

Summary

Duties

• Provides exceptional customer service for main desk answering and directing phone calls, receiving and greeting visitors, assisting employees, answering inquiries;
• Processes and manages all aspects of incoming and outgoing correspondence;
• Composes letters, memos, and reports. Reviews work done by others to check for correct spelling and grammar, formatting and other editing changes;
• Communicates information about a wide variety of Public Works’ programs and policies to the public, vendors, and government agencies in a tactful, patient, and pleasant manner;
• Routes public inquiries, complaints, dead animal pick-up requests, road related emergencies, and other right-of-way issues to the appropriate divisions;
• Schedules meetings, prepares meeting agendas and takes meeting minutes;
• Performs cash receipting, posting payments to accounts, and prepares deposits;
• Maintains Public Works’ web site. Reviews and formulates suggested changes and coordinates edits and updates with appropriate divisions;
• Creates and maintains physical and digital filing systems including scanning, filing, and document management, according to records retention guidelines;
• Creates and maintains databases and spreadsheets for projects; grant reporting; contracts; daily labor, equipment and material reports, and budget preparation;
• Performs research and provides financial and statistical information to management;
• Drafts, edits, and distributes public service announcements and other outreach communication messages and articles;
• Issues overweight permits;
• Posts commissioner agenda items online;
• Purchases materials and supplies, including negotiating with vendors, and managing office needs;
• Manages and monitors contracts, including QA/QC on deliverables, deadlines, terms & conditions, and renewals & terminations;
• Assists with special projects;
• Performs other duties as assigned.
  
  

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required for this job. Duties, responsibilities, and tasks may change with or without notice.

Examples of Knowledge

• Lewis and Clark County policies and procedures;
• Public Works Department policies and procedures;
• Montana Codes Annotated;
• Data management and data entry methods and practices;
• Quality customer service methods;
• Procurement and purchasing practices;
• Modern office methods and procedures;
• Business English, composition, and grammar;
• Web publishing;
• Multiline phone system operation.
  
  

Examples Of Skills & Abilities

• Time management, multitasking, and flexibility in a dynamic work setting;
• Work well under pressure and navigate multiple deadlines;
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette;
• Accuracy and attention to detail and organization;
• Customer service, establishing and maintaining effective relationships with co-workers, the general public, and vendors;
• Supply management and inventory control;
• Use common office machines;
• Proficient in operating a computer and using applicable software (Windows, Microsoft Office, Outlook);
• Maintain and improve filing systems;
• Develop work processes, specific goals, and work plans to accomplish work as assigned;
• Communicate effectively verbally and in writing to include the ability to understand and follow oral and /or written policies, procedures, and instructions.
  
  

Qualifications

The knowledge, skills, and abilities are acquired through a combination of education and experience equivalent to a high school diploma and two years as an administrative secretary, or similar. Associates degree in business or office technology or equivalent preferred. Other combinations of education and experience may be considered.

Special Requirements

Must have a valid driver’s license.

Physical Demands

Duties are generally performed in an office setting where hazards and discomforts are controlled and modifiable. This position requires the ability to stand, bend at the waist, kneel, reach over the head, talk, hear, and see. Must be able to move or lift materials weighing up to 30 pounds. Position requires knowledge and use of typical office equipment including multi-line telephone, copier, and personal computer. Position requires regular contact with fellow employees, contractors, and citizens.

Application Instructions

Applications for this position are accepted online only through our career portal. Job Opportunities - Lewis & Clark County (lccountymt.gov)

www.lccountymt.gov/Government/Human-Resources/Job

The following items are required along with the on-line application:

• Resume
• Attach resume to online application in designated section
• Cover Letter
• Attach cover letter to online application in resume upload section as well. More than one document can be uploaded.
  

For questions on this position or on the application process, please call (406) 447-8316 or e-mail kgrose@lccountymt.gov.

Disclaimer: Equal Opportunity Employer