What are the responsibilities and job description for the Administrative Specialist III position at City of Missoula?
JOB
Would you like the opportunity to join our team at the City of Missoula and be eligible to work remote? Public Works and Mobility is seeking a highly motivated Administrative Specialist to provide administrative and technical support within our Streets team. Details: Priority screening will begin on Wednesday, June 5, 2024. It is in your best interest to apply by this date. Applications will continue to be accepted until an adequate applicant pool has been established. To Apply: All applicants must submit the City of Missoula application and a Cover Letter. Resumes will not be reviewed. All details should be entered on the application.** The posted wage range is the starting wage range only. The full range for the position is $24.02 - $27.98/hour and will increase each year for longevity and cost of living adjustments.
EXAMPLE OF DUTIES
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, etc. 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. Maintain department’s website and social media platforms according to City standards.Serve as the payroll coordinator by verifying accuracy of time sheets for department staff and generating reports.Monitor department budget by processing purchase orders, and coding and tracking invoices/journal entries; verify billing accuracy; perform various account reconciliations; prepare periodic budget reports; assist in annual budget preparation, auditing, and various accounting schedules; recommend cost saving measures.Perform department/work unit accounts receivable functions, including calculating and distributing monthly bills for services rendered, reconciling deposits, collections, tracking vendors and contracts, etc.Coordinate IT support and/or serve as dual factor authentication administrator. Provide support to various programs and/or projects related to assigned department/work unit(s).Perform other duties, as assigned.
SUPPLEMENTAL INFORMATION
Any combination of education and experience equivalent to three (3) years of administrative support experience.Some departments may have additional requirements, such as : certifications and/or background checks.
Would you like the opportunity to join our team at the City of Missoula and be eligible to work remote? Public Works and Mobility is seeking a highly motivated Administrative Specialist to provide administrative and technical support within our Streets team. Details: Priority screening will begin on Wednesday, June 5, 2024. It is in your best interest to apply by this date. Applications will continue to be accepted until an adequate applicant pool has been established. To Apply: All applicants must submit the City of Missoula application and a Cover Letter. Resumes will not be reviewed. All details should be entered on the application.** The posted wage range is the starting wage range only. The full range for the position is $24.02 - $27.98/hour and will increase each year for longevity and cost of living adjustments.
EXAMPLE OF DUTIES
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, etc. 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. Maintain department’s website and social media platforms according to City standards.Serve as the payroll coordinator by verifying accuracy of time sheets for department staff and generating reports.Monitor department budget by processing purchase orders, and coding and tracking invoices/journal entries; verify billing accuracy; perform various account reconciliations; prepare periodic budget reports; assist in annual budget preparation, auditing, and various accounting schedules; recommend cost saving measures.Perform department/work unit accounts receivable functions, including calculating and distributing monthly bills for services rendered, reconciling deposits, collections, tracking vendors and contracts, etc.Coordinate IT support and/or serve as dual factor authentication administrator. Provide support to various programs and/or projects related to assigned department/work unit(s).Perform other duties, as assigned.
SUPPLEMENTAL INFORMATION
Any combination of education and experience equivalent to three (3) years of administrative support experience.Some departments may have additional requirements, such as : certifications and/or background checks.
Salary : $24 - $28
Administrative Associate III
Montana Tech -
Butte, MT
