Administrative Specialist III

Overview

The Administrative Specialist III provides key administrative and technical support that helps Community Planning, Development and Innovation deliver services that shape Missoula’s growth, development, and long-term vision. This position supports daily operations and public-facing services by coordinating processes, maintaining records, assisting with financial and personnel tasks, and serving as a point of contact for staff, partners, and community members.

Working in a fast-paced, collaborative environment, the Administrative Specialist III helps keep projects, programs, and communications running smoothly. The role supports planning and development activities through organization, customer service, data management, and coordination across City departments and community stakeholders. This is an excellent opportunity for a detail-oriented professional who enjoys supporting meaningful work that impacts neighborhoods, development, and the future of the community.

Screening of applications will begin on Monday, March 9, 2026. It is in your best interest to apply before this date.

All applicants must submit a City of Missoula application and a Cover Letter explaining your interest in this position and detailing how your experience and education meet the qualifications. Failure to attach the cover letter will result in your application being incomplete, and therefore, not reviewed by the hiring manager. Resumes will not be reviewed. All details should be entered on the application.

Starting Pay: New hires start within our entry-to-market range, depending on experience and qualifications. The starting range for the position is $25.49 - $28.01/hour and will increase each year for Longevity and cost of living adjustments.

Full Pay Range: The full range for the position is $25.49 - $29.69/hour, reflecting potential growth over time, including annual increases for longevity and cost-of-living.

This position exists within multiple departments each with varying duties and responsibilities specific to the business needs of the assigned department and/or work unit(s); not all items listed will apply to every position; some departments/work units may have multiple Administrative Specialist III positions dividing responsibilities into their area of focus.

• Oversee assignment of administrative support functions for the department or work unit, including training and directing work of part-time, temporary, or volunteer employees.
• Perform customer service functions such as greeting patrons, receiving, and securing payments, providing general information and direction to inquiries regarding policies and services.
• Provide routine administrative support through answering phones, distributing mail, ordering office supplies, monitoring and scheduling appointments and/or facilities, routing contracts for signatures, preparing reports, making copies, etc.
• Maintain inventory of various supplies and equipment, including office supplies, staff uniforms, communication devices, tools, etc.
• Oversee and maintain files, records, databases, policy manuals, correspondence, and other documents.
• Assist in managing records disposal, in accordance with current standards.
• Draft and distribute written materials, including memoranda, correspondence, brochures, etc.; design and format forms, reports, and department/work unit procedures; compile statistical data.
• Coordinate department/work unit processes and services with various City and community entities to ensure coordination and alignment of activities.
• Provide administrative support to various committees, boards, and commissions, including preparing and distributing agenda packets, audio/visual technical assistance, recording and transcribing meeting minutes, etc.
• Coordinate and maintain safety meetings and materials.
• Perform data entry from various sources into department specific databases and web-based applications; process and prepare requests for information from various databases and applications; analyze various data points to provide accurate information to assist in various aspects of the department.
• Maintain department’s website and social…