Administrative Support II - Solid Waste

The City of Billings is seeking a candidate for Administrative Support II to provide administrative support to the Public Works Solid Waste Division.

Salary Range: $22.3208 - $29.9444 per hour. Salary reflects Step 1 and Step 6 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.

Work Schedule:

Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Serve as primary contact person for the Division, answer and screen calls or greet walk-in visitors.
• Assist the public with administrative requests for information where the information is public in nature or access is authorized, providing explanations of policy and procedure.
• Receives and distributes Division mail and prepares and posts Division correspondence as needed or directed.
• Assists the Division Superintendent, Supervisors, and staff with any administrative or clerical tasks upon request or as directed.
• Provides file maintenance by ensuring proper placement, storage, retention and destruction.
• Follows all adopted retention policies, controls access to files according to security and permissions, provides copies upon request as allowed, charging copy fees when appropriate.
• Schedules meetings and associated resources such as room and equipment as needed.
• Develops or prepares documents as needed or directed, including meeting minutes and memos using a variety of software applications.
• Composes or transcribes materials from written notes, documents, audio or video and enters data into computer programs or databases.
• Proofreads materials to produce professional results.
• Manages the payable functions for the Solid Waste Division, including processing invoices, p-cards, and purchase orders, enters appropriate codes and processes for payment.
• Orders Division office supplies to maintain a working inventory and coordinates office machine maintenance.
• Processes paperwork for Bid/RFP, purchase orders, service agreements, Council memos, legal notices, job postings, personnel requisitions and other Division needs as appropriate.
• Receives supplies and services, matches invoices to purchase orders as needed and ensures terms of contracts are met.
• Enters timesheets into the payroll system, verifies payroll, and maintains fringe benefit information.
• Completes and submits required reporting and applications to regulatory authorities, such as used oil, out of state waste, and other landfill materials.
• Tracks applications, renewals and fees for all required licenses, including underground storage tanks, medical waste, and scales with appropriate regulatory agencies.
• Tracks employee clothing and boot allowance and purchases.
• Tracks employee DOT/ CDL renewals and assists with scheduling any associated appointments or other needs.
• Uses specialty software to create and track work orders related to operations, support route operations and other tasks as needed.
• Performs complex research and develops reports in support of department operations.
• Researches files or public sources of information to gather data requested.
• Prepares tables, lists, spreadsheets, databases, reports or other documents in support of department activities.
• Prepares reports and presentations as needed for Division or other Departments.
• Serves as Division security by controlling access to internal Division work areas.
• Assists management in ensuring adequate training and oversight of work is provided to all staff.
• May provide training for temporary office staff.
• May participate in committees with other City Departments.
• Works with other Departments or Divisions as needed to complete job duties or to support operations, such as Code Enforcement and Environmental Services.

• High school diploma or equivalent.
• Three (3) or more years of combined education and experience, or equivalent.
• Must have strong interpersonal skills, the ability to operate personal computers and proficiency with Microsoft Office applications, or equivalent.

• Experience with city government and knowledge of department or function operations.

Equal Opportunity Employer.