Executive Assistant
Executive Assistant
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Job Description
EXECUTIVE ASSISTANT
DIRECTORS OFFICE
HELENA MT
MISSION - Montana Department of Corrections is creating a safer Montana through Accountability Rehabilitation and Empowerment.
If you want to work making positive changes in the community the Montana Department of Corrections is the place for you!
JOB OVERVIEW - Are you a proactive and detail-oriented professional with exceptional administrative skills Join the Department of Corrections as an Executive Assistant and play a vital role in supporting the Directors this position you will provide comprehensive administrative support to key staff members contributing to the smooth operation of the office. Your integrity communication prowess and organizational abilities will be crucial in managing tasks and projects that uphold the agencys objectives.
- Administrative Support: Provide high-level administrative assistance to the Directors office including the Director Deputy Director and Communications Director. Maintain confidentiality professionalism and discretion in all aspects of your role.
- Effective Communication: Exhibit excellent communication skills to facilitate interactions with internal and external stakeholders. Your professionalism and discretion will ensure effective correspondence on behalf of the office.
- Organizational Proficiency: Utilize your exceptional organizational skills to manage tasks prioritize assignments and respond to the ever-changing needs of the Directors office. Properly balance and adjust priorities based on business demands.
- Project Oversight: Oversee and manage administrative and operational initiatives or special projects on behalf of the management team. Measure analyze and report on project outcomes while researching solutions and developing communication plans.
- Budget Management: Handle budget oversight for administrative projects or operations as necessary. Contribute to the fiscal responsibility of the office by ensuring efficient resource allocation.
- Process Improvement: Evaluate the adequacy of administrative and operational services and recommend improvements. Contribute to the enhancement of procedures and practices by identifying areas for optimization.
- Policy Analysis: Research the effects of administrative or operational changes policy amendments and legislative proposals. Summarize impacts and provide recommendations to inform decision-making.
- Stakeholder Engagement: Represent the agency or other stakeholders in meetings facilitating discussions and sharing insights regarding administrative and operational progress and changes.
- Data Analysis: Utilize data analysis to monitor performance track adherence to procedures and regulations and initiate corrective actions as needed.
- Manage the Booking App for Central Office Motor Pool Vehicles.
- Manage Department of Corrections Motor Pool Vehicles PM1 and PM2 Maintenance.
- Reconcile and Report Monthly Leased Motor Pool Mileage to Montana Department of Transportation for all Department of Corrections Motor Pool Vehicles throughout the state.
- Reconcile and Report Monthly Motor Pool Fuel Reconciliation Montana Department of Transportation for all Department of Corrections Motor Pool Vehicles throughout the state.
- Manage the ordering of all office supplies for Central Office employees and storage cabinets.
- Ordering of envelopments from Print and Mail for Restitution Department and Office.
Join us in contributing to the effective functioning of the Directors office and the success of the Department of Corrections. Your dedication and expertise as an Executive Assistant will make a significant impact.
APPLICATION MATERIALS
- Resume
- Cover Letter
- State of Montana Application
Applications missing required documentation may not be considered.
Materials submitted but not requested will not be considered in the selection process please make sure all attachments are marked as RELEVANT
If another department vacancy occurs in this job title within six months the same applicant pool may be used for the selection.
Background screens which may include criminal records check child/patient/offender abuse registries and reference checks will be conducted for this position.
BENEFITS
Employment with the state may qualify you to receive student loan forgiveness under PSLF. Lookhereto learn more and see if you may qualify!
NOTICES
Prison Rape Elimination Act of 2003 - Any person who has been convicted of engaging in or attempting to engage in sexual activity in the community facilitated by force overt or implied threats of force or coercion or is the victim did not consent or was unable to consent or refuse; or any person who has been civilly or administratively adjusted to have engaged in the activity as described are not qualified for this position.
Tobacco Free - Use of all tobacco products including smokeless tobacco products and tobacco substitutes in Department of Corrections buildings is prohibited. In secure care facilities possession of tobacco products is also prohibited.
The Montana Department of Corrections is an EOE/M/F/D/V/SO (Equal Opportunity Employer: Minority Female Disabled Veteran Sexual Orientation)
QUALIFICATIONS
- Bachelors degree in business or related field.
- Five years of experience in the agency services or related field.
- Other combinations of education or experience may be substituted.
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
