Administrative Assistant

Job Summary

The Administrative Assistant performs routine clerical, secretarial, and administrative work, including answering telephones, receiving the public, providing customer assistance, data processing, and recordkeeping.

Must have a high school diploma and experience with Microsoft Word, Excel, Outlook, and 10-key entry. The position requires proficiency in communication, flexibility, ethical conduct, time management, and problem‑solving/analysis skills. Must have initiative and be customer/client focused. Use of office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines required.

• Develops and maintains forms and procedures, and assists with administrative tasks.
• Answers central telephone system and directs calls accordingly.
• Receives the public and answers questions, in person and by telephone; responds to inquiries from employees, citizens, and others, referring to the appropriate person, official, or department when necessary.
• Operates listed office machines as required.
• Prepares outgoing mail; sorts and distributes incoming mail.
• Duplicates and distributes materials.
• Composes, types, and edits correspondence, reports, memoranda, and other material.
• Assists the public with the use of department facilities.
• Maintains office supply inventory.
• Assist with new‑hire orientation when necessary. (If assigned as office hiring officer)
• Reviews all invoices for appropriate documentation and approval before payment.
• AP invoice and credit card entry, credit card reconciling, and filing.
• Ensure time cards are sent to the Helena office in a timely manner.
• Run errands for the office when necessary.

• May perform other duties as needed.

• The job of Administrative Assistant is a Light Duty job, according to the Selected Characteristics of Occupations Defined in the Revised Dictionary of Occupational Titles, U.S. Department of Labor and Industry. Light Duty involves exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects.

• Entry level

• Full‑time

• Administrative
• Industries:
  Administrative and Support Services