Senior Administrative Assistant Job at City of Billings, MT
City of Billings, MT Billings, MT 59105
$20.13 - $22.23 an hour
Salary
See Position Description
Location
Billings, MT 59105
Job Type
Full-Time
Job Number
202300146
Department
Aviation and Transit
Division
A & T Administration
Opening Date
05/09/2023
DESCRIPTION
BENEFITS
Position Overview
Salary Range: $20.1325 - $22.2333, salary reflects Step 1 and Step 3 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. - 5:00 p.m.
Job Summary:
Responsible for assisting the Aviation department or function manager or function staff with the administrative work of the Aviation department or function.
Scope of Responsibility:
Incumbents normally are familiar with department or functional operations and are able to work with minimal assistance. Working under limited supervision, incumbents perform work requiring some interpretation of data and must make decisions considering objectives. Incumbents may provide work direction or training to temporary office staff or lower-level support staff.
Essential Duties and Responsibilities
Initial Contact Person for the Department
- Answers and screens calls or greets walk-in visitors and either answers questions, explains policy or procedures, or refers non-administrative calls or requests for assistance to the proper person.
- Assists the public with administrative requests for information where the information is public in nature or access is authorized, providing explanations of policy and procedure.
- Provides counter service for the department and takes escalated questions.
- Serves as department security by controlling access to department work areas.
- Receives and distributes department mail and may prepare and post department correspondence.
Inventory Duties
- Orders department office supplies in order to maintain a working inventory, preparing purchase orders for replenishment as directed by policy.
- Receives supplies, matches invoices to purchase orders, enters appropriates codes and forwards for payment.
Department File Maintenance
- Places or ensures proper placement of material in paper or electronic file folders.
- Monitors file retention policies and ensures that they are followed.
- Controls access to files per the nature of the files and permission required to view files.
- Makes copies of file materials as necessary, charging copying fees when appropriate.
Transcription and Data Entry
- Uses computer programs or databases to record minutes of meetings, field notes, report content, letters or other material in electronic form.
- Proofreads materials prepared by self and others to produce professional results.
- Prepares documents for posting on web locations and converts them to Adobe Acrobat format as necessary.
Research and Report Development
- As requested by department staff, 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.
- Complete and submits routine reports as required by other government agencies or City departments
General Clerical Support
- Schedules meeting rooms and needed equipment.
- Prepares memos as directed for signature or for direct issuance.
- Makes travel reservations.
- Monitors expense budgets and tracks revenue for the department and may assist the department head with annual operations budgeting.
Performs other duties as assigned.
Qualifications and Skills
Required Qualifications and Skills:
- High school diploma or GED
- Three (3) or more years of combined education and experience, or equivalent
- Must have strong interpersonal skills
- Must have the ability to operate personal computer and be proficient with Microsoft Office applications, or equivalent
- Must be able to pass a Federal fingerprint based criminal history check
Preferred Qualifications and Skills
- Experience with city government and knowledge of department or function operations
Physical Demands and Working Conditions
Work is indoors in a normal office environment. Intermittent physical effort involving lifting of 25 pounds or less is required. Work requires moderate attention to detail or deadlines between 45% and 70% of the time. A typical workday involves about 85% of the time spent sitting and frequent use of a keyboard. In some department applications it may be necessary to drive on occasion.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this position at any time.
Agency
City of Billings
Address
210 North 27th Street
Billings, Montana, 59101
Phone
4062376210
Website
https://billingsmt.gov
Position Overview
Salary Range: $20.1325 - $22.2333, salary reflects Step 1 and Step 3 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. - 5:00 p.m.
Job Summary:
Responsible for assisting the Aviation department or function manager or function staff with the administrative work of the Aviation department or function.
Scope of Responsibility:
Incumbents normally are familiar with department or functional operations and are able to work with minimal assistance. Working under limited supervision, incumbents perform work requiring some interpretation of data and must make decisions considering objectives. Incumbents may provide work direction or training to temporary office staff or lower-level support staff.
Essential Duties and Responsibilities
Initial Contact Person for the Department
- Answers and screens calls or greets walk-in visitors and either answers questions, explains policy or procedures, or refers non-administrative calls or requests for assistance to the proper person.
- Assists the public with administrative requests for information where the information is public in nature or access is authorized, providing explanations of policy and procedure.
- Provides counter service for the department and takes escalated questions.
- Serves as department security by controlling access to department work areas.
- Receives and distributes department mail and may prepare and post department correspondence.
Inventory Duties
- Orders department office supplies in order to maintain a working inventory, preparing purchase orders for replenishment as directed by policy.
- Receives supplies, matches invoices to purchase orders, enters appropriates codes and forwards for payment.
Department File Maintenance
- Places or ensures proper placement of material in paper or electronic file folders.
- Monitors file retention policies and ensures that they are followed.
- Controls access to files per the nature of the files and permission required to view files.
- Makes copies of file materials as necessary, charging copying fees when appropriate.
Transcription and Data Entry
- Uses computer programs or databases to record minutes of meetings, field notes, report content, letters or other material in electronic form.
- Proofreads materials prepared by self and others to produce professional results.
- Prepares documents for posting on web locations and converts them to Adobe Acrobat format as necessary.
Research and Report Development
- As requested by department staff, 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.
- Complete and submits routine reports as required by other government agencies or City departments
General Clerical Support
- Schedules meeting rooms and needed equipment.
- Prepares memos as directed for signature or for direct issuance.
- Makes travel reservations.
- Monitors expense budgets and tracks revenue for the department and may assist the department head with annual operations budgeting.
Performs other duties as assigned.
Qualifications and Skills
Required Qualifications and Skills:
- High school diploma or GED
- Three (3) or more years of combined education and experience, or equivalent
- Must have strong interpersonal skills
- Must have the ability to operate personal computer and be proficient with Microsoft Office applications, or equivalent
- Must be able to pass a Federal fingerprint based criminal history check
Preferred Qualifications and Skills
- Experience with city government and knowledge of department or function operations
Physical Demands and Working Conditions
Work is indoors in a normal office environment. Intermittent physical effort involving lifting of 25 pounds or less is required. Work requires moderate attention to detail or deadlines between 45% and 70% of the time. A typical workday involves about 85% of the time spent sitting and frequent use of a keyboard. In some department applications it may be necessary to drive on occasion.
Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City retains the discretion to add duties or change the duties of this position at any time.
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