Administrative Assistant

DescriptionLewis and Clark County Department of Public Works and Planning is recruiting for an Administrative Assistant to join their team. Under the general supervision of the Development Services Supervisor, this position performs office clerical and administrative support tasks for the Department of Public Works and Planning.RequirementsThe knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to a high school diploma and one (1) years’ experience as an administrative secretary or similar position. Associates degree in Office Technology or equivalent preferred.Duties and ResponsibilitiesEssential FunctionsPerforms office clerical and administrative support tasks;Performs general reception duties (greeting customers and answering phones);Maintains documents, records, data, project logs and filing systems to include electronic files;Process incoming and outgoing mail;Accepts, processes, and tracks intake applications for the Department of Public Works and Planning and the City of Helena;Prepares invoices, accepts payments and posts deposits;Prepares and compiles reports;May assist with drafting contracts and basic procurement duties;Enters Board of County Commissioners meeting agenda items;Assist department staff with legal ads to include submitting and tracking them;Reviews EPL emails, sorts them out for historic reviews and provides tracking reports;Schedules meetings;Drafts correspondence;Proofreads documents prepared by staff to ensure accuracy in spelling, grammar, punctuation, and formatting;Prepares and distributes notice documents in accordance with planner instructions and applicable statutory and regulatory requirements;Maintains accurate database records and performs research to support departmental needs;Creates and completes mailing lists and group mailings for projects;Responds to information requests and inquiries from citizens and government agencies;Assists with maintaining and updating department content on the County website;Tracks and renews subscriptions to planning and historic associations;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.Knowledge Skills & AbilitiesExamples of KnowledgeLewis and Clark County policies and procedures;Relevant sections of Montana Code Annotated;The Department of Public Works and Planning policies and procedures;Quality customer service methods;Office methods, practices and procedures;Business English, composition, spelling and grammar;Website content creation;Multiline phone system operation.Examples of Skills and AbilitiesTime management, and flexibility in dynamic work setting;Use common office machines;Maintain courteous and professional demeanor in all office and phone communications;Operate computer systems and related software, including word processing and spreadsheet programs;Maintain and improve record management and filing systems according to prescribed standards;Prepare documents according to prescribed standards;Organize resources and establish priorities;Maintain attention to detail and accuracy in work;Follow verbal and written instructions;Communicate effectively verbally and in writing; establish working relationships with fellow employees, supervisors, and citizens.Physical DemandsDuties are generally performed in an office environment 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 documents and materials weighing up to 30 pounds.Disclaimer: Equal Opportunity Employer.Closing date: December 7, 2025