Administrative Assistant 3

Job Duties:

Administrative Management

Creates and manages calendars to ensure meetings with internal and external partners is up to date and assists with preparation of meeting materials.
Attend Bureau staff meetings takes notes and identifies needs for follow up on action items.
Responsible for designing forms for fishing contests scientific collector permits commercial hatcheries and others.
Manages logistics of trainings and training materials for various division programs.

Information Management

Utilizes the Automated Licensing System for researching historical activity related to private ponds commercial ponds fish transports etc. and other related division needs.
Web publishing.
Reviews specific data requests made by staff the public and other agencies and prepares concise and understandable summary reports/analysis as requested.
Maintains all the central paper files for the division in conjunction with the program supervisor.

Administrative Support Services

Answers incoming calls to the division takes messages and transfers calls as appropriate. Calls of critical importance are immediately brought to the attention of the management staff.
Promptly distributes and/or emails requested informational materials documents and reports. Relays pertinent information to appropriate staff for followup contacts or assistance.
Makes travel arrangements via vehicle airfare and/or hotel reservations.
Purchase office supplies and equipment for both large events and daily office needs.
Helps coordinate Division information and activities with regional FWP offices.
Prepares vouchers for vendor payments and maintains invoice files. Handles credit card verification and payments.

Special Information:

• This position provides high level administrative support for the daytoday complex operations of Fish Wildlife and Parks through the utilization of both general and specific knowledge of the innerworkings of the department.
• Duties include planning and organizing administrative processes for committees meetings working groups contact and communication with state local and federal partners involved in work in Montana.
• The position must be able to interpret state and department laws regulations rules and policies and effectively communicate this information to the public in a courteous and professional manner.
• Relies on experience and judgment to plan and accomplish goals. The incumbent also completes varied administrative tasks for our internal customers in support of the various programs of the Administrative Support Operations Division as directed.
• Reviews correspondenceandrequests for information and action and disseminates toappropriate staff.Preparesroutinedraftcorrespondenceandtakesminutesfor staffmeetings.Tracksandassigns correspondencerequiringresponse bythe Division andfollows uptoensure deadlines are met.
• This position isvaried and regularly assists numerous staff with bothcomplex and simplistic tasks including handling angry customers reconciling complex federal grants payments andinputtingdata associated with such interpreting state laws relatingto purchasing or public involvement or auditingper diem reimbursementsfor various boards and citizen groups that provide support to the division.Thisposition mu haveknowledge of understand andprovidedirection to customersinrespondingto avariety ofculturaland naturalresourceagencies.

The knowledge skills and abilities of this position are normally attained through 2year jobrelated college or vocational training and at least 3 years of jobrelated experience. Other combinations of education and experience will be considered on a casebycase basis. Coursework in fisheries recreation statistics mathematics sociology or computer science would be helpful.