ADMINISTRATIVE ASSISTANT LEAD - BOCC

Brief Description

Lewis and Clark County Administration is recruiting for an Administrative Assistant to join their team!

Under the general supervision of the Chief Administrative Officer, this position provides general office clerical and administrative support to the Board of County Commissioners and the Chief Administrative Officer.

Who We Are

The Administrative and Financial Services Department is responsible for finance and budget, personnel, payroll, mail services, property management, communications, and grant activities for the County. The department supports the commission with administrative, research, policy development, and oversight activities.

Responsibilities

The CAO is responsible for supervision and day to day operations of Departments reporting to the Board of County Commissioners. The Board of County Commissioners established Goals and Objectives are:

• Develop and maintain a culture of customer service.
• Engage in effective long-range planning.
• Improve communication between departments, with community partners, and the general public.
• Efficiently and effectively manage public resources.
  
  

Requirements

The knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and two (2) years related experience as an administrative assistant, administrative secretary, or similar position; and experience overseeing or leading the work of others. Public Sector experience preferred.

Summary

Lewis and Clark County offers a competitive benefits package!

• 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)
  

Other Benefits

• Working in a fast-paced environment
• Cost of living increases
• Market adjustments
• Step based wage increases
• Four weeks paid parental leave
  
  

Application Instructions

Applications for this position are accepted online only through our career portal.

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 designated section
  
  

Duties and Responsibilities

• Coordinates the day-to-day activities of the Board of County Commissioners;
• Maintains and coordinates office calendars and staff schedules;
• Performs reception and filing duties;
• Assists with the oversight of duties, training, and direction of daily functions of the Administrative Assistant-BOCC/HR;
• Supports and carries out the County’s mission of providing strong customer service to the citizens we serve;
• Drafts correspondence;
• Schedules staff and board meetings and provides meeting notices;
• Prepares meeting agendas and meeting packets;
• Reviews all public meeting agenda items for proper documentation, signatures, and consistent wording;
• Serves as point of contact for public meeting agenda software and requirements;
• Records and transcribes meeting minutes;
• Maintains the public record, including formal meetings, official documents and correspondence;
• Processes mail and vendor claims;
• Prepares documents and upload to the Board of County Commissioners’ webpage;
• May coordinate citizen board appointment process;
• Serves as back-up for uploading video recordings of public meetings onto the County’s website;
• Responds to citizen and staff questions.
  
  

Examples of Knowledge

• Lewis and Clark County policies and procedures;
• Montana Code Annotated;
• Public records requirements;
• Public notice and public meeting requirements;
• County programs and services;
• Office methods, practices and procedures;
• Business English, composition, spelling and grammar;
  
  

Examples Of Skills And Abilities

• Use common office machines and multi-line phone;
• Operate computer systems and related software;
• Communicate effectively verbally and in writing;
• Transcribe minutes according to prescribed standards;
• Follow verbal and written instructions;
• Handle confidential information discreetly;
• Strong organizational skills and attention to detail;
• Provides high-quality customer service to County employees, Elected Officials, and members of the public;
• Establish and maintain effective working relationships with employees, supervisors, co-workers and citizens.
  
  

Physical Demands

Duties are generally performed in an office setting where hazards and discomforts are controlled and modifiable. Position requires knowledge and use of typical office equipment including telephone and personal computer. Requires regular contact with fellow employees and citizens.

Disclaimer: Equal Opportunity Employer