Administrative AssistantCustomer Service Clerk

The City of Whitefish is actively recruiting for an Administrative Assistant/Customer Service Clerk to join our Planning and Building Works Department. We welcome your inquiries and encourage you to apply! If you have a passion for serving the public sector this may be the perfect fit for you.

One of the fastest growing cities in Montana Whitefish is consistently rated one of the best small towns in America and was named one of the top 25 ski towns in the world by National Geographic. It is located on the shores of Whitefish Lake and the base of Big Mountain home to Whitefish Mountain Resort. Whitefish also boasts over 36 miles of natural surface single-track mountain biking and hiking trails with 10 trailheads golfing world class dining two professional live theater companies and is only thirty minutes from Glacier National Park.

Benefits of working for the City of Whitefish include:

• Health Dental Orthodontic and Vision Insurance (FY26 the City pays 81.04% of monthly premium employee pays 18.96% of monthly premium pre-tax)
• Generous employer contribution toward Health Savings Accounts (HSA) for those who choose the High Deductible Health Plan (HDHP)
• Free annual biometric screening - Employee and spouse/partner can earn up to $200 incentive for participation
• City Wellness Program - City pays $30 per month to employees to use toward wellness
• Corporate rate membership to The Wave health club (billed to City and deducted through payroll)
• Montana Public Employees Retirement System (PERS) - includes employer and employee contributions
• 15 days of paid vacation earned per year (starting)
• 12 days of paid sick leave earned per year (starting)
• 12.5 paid holidays per year
• One paid personal day per year (8 hours)
• $25000 employer paid Life and Accidental Death & Dismemberment Life Insurance Policy for employee and $5000 for spouse/dependents
• 125 Cafeteria Plans - Optional Pre-Tax Flexible Spending Account (FSA) and Dependent Care Account (DCA)
• Free Employee Assistance Program - 6 free counseling sessions per issue per person in household
• Optional Deferred Compensation Plan (457) Pretax and Roth Available
• Optional Aflac Plans including Accident Short-Term Disability Cancer Hospital and Critical Illness
• May be eligible for Public Service Student Loan Forgiveness under the Public Service Loan Forgiveness Plan (PSLF) - click here to learn more and to understand your eligibility
• City paid continuing education training and development (as approved by supervisor and City Manager)
• FMLA - up to 12 weeks of unpaid job-protected leave per year (rolling calendar year) available after working 1250 hours within previous 12 months and employed for 12 months for qualifying events. Accrued leave utilized concurrently.
• Bereavement Leave - up to 5 paid days off for death of immediate family member
• Jury & Witness Duty Leave
• Military Leave
• 15% -20% discount on Verizon voice plans and select data plans
• T-Mobile exclusive offers with Work Perks 15% off the Go5G Plusor Go5G Next rate plans
• AT&T discounts also available
• Parks & Recreation After School and Summer Day Camp services provided at no cost to employees
• Whitefish Workforce Assistance Program - designed to help full-time part-time and seasonal equivalent employees to successfully live and work in the Whitefish area by providing rental assistance click here to learn more and understand your eligibility.

APPLY BY: It is in your best interest to submit your online application resume and cover letter by the Priority Deadline Wednesday January:00 pm. For assistance with online application process please contact the Human Resources Department at or email.

EOE-AA-M/F-VET-DISABILITY

Performs a variety of routine and complex clerical administrative customer service and record keeping duties in support of the Planning and Building Department. Must work with City personnel officials and the public with discretion diplomacy and a helpful attitude.

SUPERVISION RECEIVED

Works under the guidance and direction of the Building Official and the Planning and Building Director or designee.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are typical for this classification. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

This position serves an important role to the operations of the city and requires a consistent and dependable presence during regular office hours. It is expected that every employee should be on time fully prepared every day that they are scheduled to work.

Assist customers with a cheerful and helpful attitude (residents visitors business agents contractors etc.) via phone email and in person.

Assist in resolving concerns complaints and problems. Ability to tactfully communicate and assist customers in stressful situations including diffusing difficult or irate customers.

Accept permit applications (building plumbing mechanical electrical zoning lakeshore sign fence etc.) check for completeness create file and prepare for processing.

Accurately enter data (fees payments inspections etc.) into software system.

Maintain filing systems electronic records databases current land use action maps and other departmental organizational systems for projects and application submittals.

Coordinate prepare and send mass notification mailings for land use actions.

Calculate fees and invoice customers for approved permits.

Accept inspection requests from contractors and maintain calendars for multiple inspectors.

Prior to the close of each day finalize inspection schedules for the following day and leave necessary paperwork for each inspector.

Archive and scan old plans permits and documents into electronic filing system.

Maintain and operate office equipment (i.e. multiline phone system computer printer fax postage machine scanner/plotter etc.)

Communicate and coordinate with numerous departments on project approvals payments and customer inquiries.

Complete records requests for departmental data and documentation.

Provide clerical and administrative support for Planning & Building Department personnel.

Responsible to meet department and individual deadlines on a regular basis.

Maintain and order departmental supplies.

Maintain and edit departmental pages on the city website.

Provide notary services for staff and members of the public.

Send board and committee correspondence.

Compile data and generate accurate reports on a weekly monthly yearly basis and distribute to appropriate departments/individuals/parties.

Audit projects on a regular basis for compliance checks payments needed etc.

Prepare and maintain building permit applications for the City of Columbia Falls.

Correspond with Columbia Falls on a regular basis regarding projects.

Provide project approvals inspection reports and closed file documentation to Columbia Falls in a timely manner.

Prepare and distribute monthly invoice to Columbia Falls for services provided.

Disseminates information to internal and external customers regarding development regulations and standards for building fire land use and engineering projects; permit fees; and permitting procedures as well as status of active permits.

Records proceedings of board and committee meetings and prepares meeting minutes as assigned.

Adheres to all City policies.

Performs related duties as assigned.

PERIPHERAL DUTIES

None

Education and Experience

A. Graduation from High School or GED equivalent with course work in general office practices such as typing filing accounting and bookkeeping AND

B. Two (2) years of general experience in office procedures; OR

C. Any equivalent combination of education and experience.

D. Computer skills in word processing and spreadsheets (Word Excel etc.) required.

E. Municipal records management and building related experience preferred.

Necessary Knowledge Skills and Abilities

A. Extensive knowledge of office practices and procedures; knowledge of modern records management techniques; ability to operate a ten-key calculator keyboard/typewriter computer and office machinery.

B. Interpersonal skills in the areas of customer service diplomacy and tactfulness.

C. Skill in operation of listed tools and equipment.

D. Ability to accurately record and maintain records. Ability to establish and maintain effective working relationships with employees other department officials and the public. Ability to communicate effectively both verbally and in writing. Ability to work and perform job duties with frequent interruptions while maintaining a pleasant and cheerful demeanor.

E. Working knowledge of computers including but not limited to Word Excel and internet-mail usage or ability to learn such applications.

DESIRED QUALIFICATIONS

A. Knowledge of Excel Access Blue Prince or similar data base software for building inspections and permits.

B. Considerable experience a customer service clerk or administrative assistant.

C. General knowledge of construction building maintenance etc.

D. Knowledge and experience with licenses ordinances codes and regulations related to the building industry.

SPECIAL REQUIREMENTS

Must possess a valid State of Montana Drivers license or the ability to obtain one within sixty days of employment.

TOOLS AND EQUIPMENT USED

Keyboard use personal computer including word processing spreadsheet and data base software; networked computer terminal; 10-key calculator; phone system; copy machine; fax machine postage machine voice recorder and other office related equipment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to sit talk and hear use hands to finger handle feel or operate objects tools or controls; and reach with hands and arms. The employee is occasionally required to walk or transport self.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is a municipal business office involving continuous contact with the general public in person and by telephone. The noise level in the work environment is usually moderately quiet.

SELECTION GUIDELINES

Formal application rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Whitefish is an Equal Opportunity compliance with the American with Disabilities Act the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The City of Whitefish does not discriminate on the basis of disability race color religion creed political idea sex age marital status physical or mental disability national origin sexual orientation or gender identity and/or expression in its hiring or employment practices.