Administrative Assistant 2 Office Manager Southwestern Land Office

Minimum Qualifications (Education and Experience):

The knowledge skills and abilities required for this position are typically acquired through a combination of education and experience equivalent to a High School diploma with 4 or 5 years of related field experience or an Associates Degree focusing on business management and 2 to 3 years of related field experience. Related experience should be in a field that compliments the job requirements. Since many of the advanced duties of the position require thorough knowledge of DNRC specific rules policies and procedures an additional two years of progressively responsible directly related experience including a high degree of computer literacy is required.

Required knowledge skills and abilities:

Accounting and Auditing are critical components of this position. The incumbent must have the ability to audit multiple fire packets at the same time. The incumbent will work closely with the Fire Bureau Area resources and fire departments. The incumbent will need to be able to meet Fire Packet deadlines while also meeting deadlines on monthly unit invoices. Maintaining relationships is very important and strong communication skills are a must.

This position demands a high degree of skill and ability to communicate effectively both orally and in writing. Ability to manage multiple priorities. Considerable ability to accurately interpret rules and standards and guidelines for several complex programs and provide accurate concise and understandable program requirements and procedural information to program clientele and the public. Considerable ability to establish and maintain effective working relationships with supervisor and other unit staff. Considerable ability to establish and maintain good rapport with and obtain cooperation of program clientele including private contractors and landowners local government agencies Missoula Interagency Dispatch Center (MIDC) members of Missoula County Fire Protection Association (MCFPA) and the public.

SPECIAL INFORMATION:
Candidates must be eligible to work in the United States. A valid drivers license is required with less than 12 conviction points in the most recent completed 36 months.

ELIGIBILITY TO WORK:
In accordance with the Immigration Reform and Control Act the person selected must produce within three days of hire documents that show authorization to work in the United States. Examples of such documentation include a birth certificate or Social Security card along with a drivers license or other picture I.D. or a U.S. passport or a green card

Montana Department of Natural Resources and Conservations mission is to help ensure that Montanas land and water resources provide benefits for present and future generations.

The DNRC believes employees are their most important asset. The DNRC empowers employees to exercise professional judgment in carrying out their duties. Employees are provided with the training and tools necessary to achieve the mission. Both team effort and individual employee expertise are supported and sustained.

Core Values:

The Montana Department of Natural Resources and Conservations Forestry and Trust Land Division recognizes that building a collaborative professional and inclusive work environment is critical to fulfilling our mission of managing protecting and promoting stewardship of Montanas forests and lands for the benefit of current and future generations and our trust beneficiaries. We hold ourselves to these high standards as we are accountable to the people of Montana.

• We value and respect each other.
• We create collaborative work environments.
• We build and maintain strong relationships.
• We practice accountability.
• We celebrate our successes and take pride in our work.

Job Overview:

The incumbent works under the supervision of the Missoula Unit Manager and functions as a member of the Missoula Unit team which is comprised of 14 natural resource management professionals and 13 summer seasonals.

The incumbent is assigned a wide range of duties requiring considerable knowledge of several Department programs including Fire Management Forest Product Sales State Lands Administration Hazard Reduction Private Forestry Assistance and Forest addition to these duties the incumbent is responsible for office management (including clerical and receptionist duties). The incumbent tracks the budget in each program (the total unit budget is approximately $115000) and works closely with program leads. The incumbent is expected to be the unit subject matter expert in budget and purchasing policy and procedure technical accounting payroll fire business and employee onboarding.

Essential Functions (Major Duties or Responsibilities): These job functions are the essential duties of the position and are not all-inclusive of all the duties that may be assigned to the incumbent.

Office Management and general administration:

The following list of tasks applies to all the programs administered by the Missoula Unit Office) Perform a variety of technical and administrative tasks and manage the operations of the unit office to ensure adequate support for unit operations. This work requires knowledge of office management principles and practices record keeping practices and requirements DNRC administrative policies and procedures and computers and related software including word processing excel outlook and database applications.

Accounting budget and payroll:

Perform a variety of technical accounting budgeting payroll and related tasks. This involves maintaining records of program fiscal operations; preparing all fee collection and expense transactions; reconciling accounting systems and correcting discrepancies; preparing financial reports; and processing accounts payable. This work requires knowledge of bookkeeping and technical accounting principles; state budgeting and financial record keeping requirements; spreadsheet and database software; and pay and benefit policies and procedures.

Fire business management program:

Missoula Unit is heavily involved in fire business. Perform fire finance duties and coordinate and perform unit fire program activities including interagency relations local fire department fire packet management fire prevention policy and procedure development. This work requires knowledge of the Incident Command System and the Units fire protection area.

Service forestry and trustlands program:

Perform a variety of administrative services related to the Units Service Forestry and Trust Lands Programs. This involves providing program information and interpretation of regulations and statutes.

APPLICATION MATERIALS REQUIRED FOR THIS POSITION ARE:

• Online State of Montana application
• Resume
• Cover Letter

HELPFUL HINT:You must check the relevant document box to ensure your attachments are uploading correctly to the specific application.

Benefits: