Administrative Assistant - Research & Information Bureau
Administrative Assistant - Research & Information Bureau
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
What are we looking for
Education and Experience:
1-year job-related college or vocational training in Computer Technology Office Technology Office Assistant Administrative Assistant Information Technology or a closely related field.
Minimum of 2 years of applicable experience as an administrative assistant or providing office support
Alternate combinations of education and experience will be considered on a case-by-case basis.
Competencies:
Knowledge of:
State Agency processes or related office experience
Microsoft Office products
Ability to:
Competency in customer relations records and report management and office management. Other related experience will be considered.
Establish and maintain effective working relationships both internally and externally with a diverse group of stakeholders.
Write and review administrative and operational reports and records.
Demonstrate excellent organization and communication skills attention to detail and the ability to work collaboratively in a fast-paced environment.
Communicate with team members regarding workflows and capacity to aid in project development when need arises.
How to apply
Apply online by submitting your resume and cover letter. (Please Note: You do not need to complete the work experience or the education & certifications portion of the application process in our recruiting system. You only need to upload the requested documentation.)
Benefits
Look here to see the additional benefits! They include:
o Work/life Balance
o Health Coverage
o Retirement plans
o Paid Vacation and Sick Leave and Holidays
o And more
Public Service Loan Forgiveness (PSLF) Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF. Look here to learn more and see if you may qualify!
Other important information to be aware of
- Only online applications are accepted. By applying online you can receive updates and monitor the status of your application.
- If you fail to upload the requested application documents and/or preference documents we will notify you via email. Failure to upload these documents after notification will result in your application being removed from consideration.
- This position allows for a hybrid work schedule from a remote location within the State of Montana. Weekly travel to Helena offices will be required. Specific conditions will be outlined as part of the job offer and must adhere to state policy. New Employees may be required to complete training in person before hybrid work schedules begin.
This is a part time position (34 hours per week). It is open until filled with a first review date of July 8 2025.
About the Department
The Department of Commerce aims to make sure Montana is the best place to work live and play. We work alongside private industry and local organizations to create jobs grow businesses develop affordable housing and improve community infrastructure. (You can learn more about us here.)
About this Position
The RIS Bureau is a responsive support unit within the MT Department of Commerce. Its mission is to answer the questions and foster the relationships that create thriving MT communities businesses and
- Customer Service: Coordinates and performs receptionist duties. Works with the public agency personnel and other requestors of information to determine specific needs and appropriate person(s) to provide assistance. Provides information in person by telephone mail or email for frequently asked questions. Routes more complex / sensitive questions to the appropriate RIS Staff member. Screens calls and takes complete accurate messages. Compiles and provides information and materials as requested to complete information requests. Maintains a database of research requests as required by the U.S. Census Bureau State Data Center Memorandum of Agreement.
- Book-Keeping and Record Management: Verifies invoices and codes charges to the appropriate responsibility centers. Reviews prepares and processes claims for payment. Maintains budget records. Assists Bureau Chief in monitoring expenditures budgets and grant reporting requirements. Establishes and maintains records management system to ensure the efficiency accessibility and security of essential program records. Maintains electronic files of correspondence reports and other documentation. Ensures compliance with Federal State and Department record retention and disposal requirements.
- Office Management: Schedules appointments meetings and conferences for RIS office staff and contractors. Coordinates events. Invites and confirms participants assists in arranging facilities and equipment and with others as requested. Compiles prepares and distributes necessary meeting agendas and materials. Takes prepares and distributes minutes for meetings. Monitors office supply and equipment inventories prepares supply orders and stocks supplies according to established Department purchasing and requisition policies and procedures. Tracks purchasing records to ensure timely delivery of purchases.
- RIS Staff Office Support: Coordinates document reviews revisions submissions and signatures using electronic system. Proofreads a variety of documents to ensure appropriate language and format. Assists in layout editing printing copying and publication production with agency staff and/or vendors. Collects sorts routes and distributes all mail. Assists staff in processing mass mailings (email or letter) express shipments (e.g. UPS Federal Express etc.) registered mailings and other specialized delivery services. Recommends improvements in office policies and procedures. Updates and maintains office policy and procedure manuals and directories.
- RIS Staff Travel Support: Coordinates travel arrangements according to State policy for staff travel itineraries accommodations and other arrangements. Maintains and tracks all travel records. Processes staff travel requests and travel reimbursement documents.
- Project Support: Assists in research for special project support as requested and when workflow allows. These projects may include but are not limited to grant tracking research and writing energy project research demographic research census preparation tourism research and other economic development efforts.
State government does not discriminate based on race color national origin religion sex sexual orientation gender identity or expression pregnancy childbirth or medical conditions related to pregnancy or childbirth age physical or mental disability genetic information marital status creed political beliefs or affiliation veteran status military service retaliation or any other factor not related to merit and qualifications of an employee or applicant.
Employment Type
Full Time
