Administrative Specialist III

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　　Administrative Specialist III

　　Salary

　　$24.02 - $26.40 Hourly

　　Location

　　Missoula, Montana

　　Job Type

　　Regular, Full-Time

　　Job Number

　　00299

　　Department

　　Public Works & Mobility

　　Division

　　PWM-Water Utility

　　Opening Date

　　01/23/2024

　　Description

　　Benefits

　　Overview

　　Would you like the opportunity to join our team at the City of Missoula and be eligible to work remote? Public Works and Mobility is seeking a highly motivated Administrative Specialist to provide administrative and technical support within our Water Utility team.

　　Details: Applicant screening will begin on Monday, February 5, 2024 . The priority deadline to apply is Sun day, February 4, 2024, at 11:59 pm MST. Please apply b y this date to ensure timely consideration of your application. Applications will continue to be accepted until an adequate applicant pool has been established and the position is filled.

　　To Apply: A ll applicants must submit the C ity of Missoula application and aCover Letter.

　　Resumes will not be reviewed. All details should be entered on the application.

　　** The posted wage range is the starting wage range only. The full range for the position is $24.02 - $27.98/hour and will increase each year for longevity and cost of living adjustments.

　　Essential Functions

　　This position exists within multiple departments each with varying duties and responsibilities specific to the business needs of the assigned department and/or work unit(s); not all items listed will apply to every position; some departments/work units may have multiple Administrative Specialist III positions dividing responsibilities into their area of focus.

　　Oversee assignment of administrative support functions for the department or work unit, including training and directing work of part-time, temporary, or volunteer employees.

　　Perform customer service functions such as greeting patrons, receiving, and securing payments, providing general information and direction to inquiries regarding policies and services, etc.

　　Provide routine administrative support through answering phones, distributing mail, ordering office supplies, monitoring and scheduling appointments and/or facilities, routing contracts for signatures, preparing reports, making copies, etc.

　　Maintain inventory of various supplies and equipment, including office supplies, staff uniforms, communication devices, tools, etc.

　　Oversee and maintain files, records, databases, policy manuals, correspondence, and other documents.

　　Draft and distribute written materials, including memoranda, correspondence, brochures, etc.; design and format forms, reports, and department/work unit procedures; compile statistical data.

　　Coordinate department/work unit processes and services with various City and community entities to ensure coordination and alignment of activities.

　　Provide administrative support to various committees, boards, and commissions, including preparing and distributing agenda packets, audio/visual technical assistance, recording and transcribing meeting minutes, etc.

　　Coordinate and maintain safety meetings and materials.

　　Perform data entry from various sources into department specific databases and web-based applications; process and prepare requests for information from various databases and applications.

　　Maintain department’s website and social media platforms according to City standards.

　　Serve as the payroll coordinator by verifying accuracy of time sheets for department staff and generating reports.

　　Monitor department budget by processing purchase orders, and coding and tracking invoices/journal entries; verify billing accuracy; perform various account reconciliations; prepare periodic budget reports; assist in annual budget preparation, auditing, and various accounting schedules; recommend cost saving measures.

　　Perform department/work unit accounts receivable functions, including calculating and distributing monthly bills for services rendered, reconciling deposits, collections, tracking vendors and contracts, etc.

　　Coordinate IT support and/or serve as dual factor authentication administrator.

　　Provide support to various programs and/or projects related to assigned department/work unit(s).

　　Perform other duties, as assigned.

　　Knowledge, Skills and Abilities

　　Knowledge of general office principles, procedures, and practices, including data entry, record management, generating reports, etc.

　　Skill in operating office equipment, using various computer software and databases, including Microsoft 365, and the ability to learn job-specific applications and equipment.

　　Skill in communicating, in person and writing, with the proven ability to establish and maintain effective working relationship with diverse individuals.

　　Skill in managing multiple projects with keen detail and accuracy, and the ability to prioritize tasks with shifting priorities and timeline demands.

　　Skill in multitasking in a fast-paced environment, while providing effective customer service.

　　Ability to problem-solve and resolve conflicts with facilitating outcomes while maintaining a calm demeanor.

　　Ability to research, analyze, and prepare reports and document facts and actions.

　　Ability to learn how to understand and interpret various contracts.

　　Ability to learn how to assess various situations to determine appropriate actions.

　　Ability to learn City and departmental policies, procedures, and practices, including the ability to interpret various local, state, and federal regulations, and standards.

　　Ability to maintain and exhibit integrity and discretion in handling confidential and sensitive information.

　　Working Conditions:

　　Position may require the ability to lift and maneuver 30 lbs. or less.

　　Work environment may involve exposure to grease, oil, and dusty conditions.

　　Duties may involve significant contact with the public, other employees, and/or vendors.

　　Qualifications and Additional Application Materials

　　Any combination of education and experience equivalent to three (3) years of administrative support experience.

　　Some departments may have additional requirements, such as : certifications and/or background checks.

　　This summary outlines the benefit programs; actual benefits may vary depending on bargaining unit and employment status.

　　The City of Missoula will reward your contributions to our community with competitive compensation and generous benefits, including but not limited to:

　　Market-Competitive Salary

　　Work/life balance, including the possibility of flexible schedules and remote work opportunities

　　$0 premium for health and dental coverage for employees and affordable premiums for family coverage

　　$10,000 Employer-sponsored Accidental Death and Dismemberment Life Insurance Policy

　　Options for supplemental life, disability, critical illness, and accident

　　Constitutionally guaranteed retirement plan (http://mpera.mt.gov/) with the City contributing 8.77% of salary on your behalf and the ability to contribute to a supplemental deferred compensation program

　　Generous paid vacation, sick leave, and holidays

　　Pre-tax flexible spending accounts

　　The City of Missoula may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Look here (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) to learn more and understand whether you may be eligible.

　　Additional benefits package information is available here (https://www.ci.missoula.mt.us/DocumentCenter/View/53956/Benefits-at-a-Glance?bidId=) .

　　Agency

　　City of Missoula

　　Address

　　435 Ryman Street

　　Human Resources

　　Missoula, Montana, 59802

　　Phone

　　406-552-6130

　　Website

　　https://www.ci.missoula.mt.us/

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