Administrative Support II - Public Works

The City of Billings is seeking a candidate for Administrative Support II to provide administrative support to the Public Works Department. Position will provide primary support to the Street/Traffic Division and back up all other divisions.

Salary Range: $22.32 - $28.53 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, 7:30 a.m. to 4:30 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.
• Receive and distribute mail and prepare and post correspondence as needed or directed.
• Assist Superintendents, Supervisors, and staff with any administrative or clerical tasks upon request or as directed.
• Provide file maintenance by ensuring proper placement, storage, retention and destruction.
• Follow all adopted retention policies, control access to files according to security and permissions, provide copies upon request as allowed, charging copy fees when appropriate.
• Schedule meetings and associated resources such as room and equipment as needed.
• Develop or prepare documents as needed or directed, including meeting minutes and memos using a variety of software applications.
• Compose or transcribe materials from written notes, documents, audio or video and enter data into computer programs or databases.
• Proofread materials to produce professional results.
• Manage the payable functions for the Street/Traffic Division, including processing invoices, p‑cards, and purchase orders, entering appropriate codes and process for payment.
• Order Division office supplies to maintain a working inventory and coordinate office machine maintenance.
• Process paperwork for Bid/RFP, purchase orders, service agreements, Council memos, legal notices, job postings, personnel requisitions and other Division needs as appropriate.
• Receive supplies and services, match invoices to purchase orders as needed and ensure terms of contracts are met.
• Enter timesheets into the payroll system, verify payroll, and maintain fringe benefit information.
• Track employee clothing and boot allowance and purchases.
• Track employee DOT/ CDL renewals and assist with scheduling any associated appointments or other needs.
• Use specialty software to create and track work orders related to operations, support route operations and other tasks as needed.
• Perform complex research and develop reports in support of department operations.
• Research files or public sources of information to gather data requested.
• Prepare tables, lists, spreadsheets, databases, reports or other documents in support of department activities.
• Prepare reports and presentations as needed for Division or other Departments.
• Serve as Division security by controlling access to internal Division work areas.
• Assist 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.
• Work with other Departments or Divisions as needed to complete job duties or to support operations.
• Performs all other duties as assigned.

• 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.