Administrative Assistant I – Public Works

JOB POSTING FOR LEWIS AND CLARK COUNTY

Position Title: Administrative Assistant I – Public Works

Organization: Lewis & Clark County, Public Works

Pay Rate: $18.20 per hour to $19.27 per hour

Position Type/Status: Regular, Part-time, Non-Exempt

Closing Date: Open till filled.

Who We Are

Lewis and Clark County Public Works is hiring for an Administrative Assistant I to work 30 hours per week. The hours are Monday - Thursday, 8:00AM to 4:00PM and Friday 8:30AM to 12:30PM.

Position is open till filled. Applications will be reviewed weekly.

Under general supervision of the Assistant Public Works Director this position performs administration support duties for the Public Works Department, including but not limited to the Road, Bridge, Shop, Buildings and Solid Waste divisions, to ensure efficient office operations and effective customer service.

The County Public Works Department is responsible for the following divisions or areas of services.

• Public Works Administration
• Roads, Bridge, and Sign Divisions
• Vehicle Maintenance
• Solid Waste Division
• Building Maintenance Division

Public Works Administration oversees the administration and financial operations of all programs, services, and projects of the Lewis and Clark County Public Works Department.

The Road, Bridge, and Sign Divisions are responsible for maintaining County roads and bridges. During the winter they provide County residents with snow removal services such as plowing and sanding. They oversee the design and reconstruction of existing roads and bridges, perform maintenance projects such as pothole repairs, chip seals, striping, signage, safety modifications, drainage, and storm water improvements.

The Vehicle Maintenance Division is responsible for the operation and maintenance of County vehicles. This includes large equipment such as graders, backhoes, loaders, snowplows, dump, patch, and water trucks. They also perform light vehicle maintenance on pickups and sedans.

The City of Helena Solid Waste Division is responsible for the management of the Lewis and Clark County Landfill, the Marysville Container Site, the closed Scratch Gravel Landfill, and represents the Department of Health on the Lincoln and Augusta Solid Waste Boards.

Benefits

Lewis and Clark County offers a competitive benefits package!

Includes:

• Health Coverage – 2 Types of Health Plans which includes medical, dental, vision, and pharmacy coverage;Traditional Plan - cost for employee only is $50 per month and with the Wellness incentive, the cost may be reduced to $0 per month for full-time employees;
• High Deductible Health Plan – cost for employee is $0 per month and a additional $1200 per year to a Health Savings Account for full time employees;
• PureView Health Center – preferred clinic provider and no cost to the employee and his/her dependents;
• Retirement plans;
• Paid Vacation and Sick Leave and Holidays;
• Employees are provided with $25,000.00 of Life Insurance and $25, 000.00 of AD&D insurance as a new employee;
• Wellness Screening Incentive;
• Gym Membership Reimbursement;
• Voluntary Supplemental Life Insurance;
• Public Service Loan Forgiveness (PSLF) – Employment with the County may qualify you to receive student loan forgiveness under the PSLF. Look here to learn more and see if you may qualify!https://fed-pro.org/public-service/

Other Benefits

Includes:

• Working in a fast-paced environment;
• Opportunity to serve on a variety of different committees;
• Professional development and training opportunities;
• Cost of living increases;
• Market adjustments;
• Step based wage increases;
• Paid parental leave.

Duties

• Answers and directs phone calls, responding to inquiries, handles incoming and outgoing department mail and email, composes letters, memos, and reports;
• Communicates information about a wide variety of Public Works’ programs and policies to the public, vendors, and government agencies in a tactful, patient, and pleasant manner;
• Routes public inquiries, complaints, dead animal pick-up requests, road related emergencies, and other right-of-way issues to the appropriate divisions;
• Schedules meetings, prepares meeting agendas and takes meeting minutes;
• Performs cash receipting and posting payments to accounts;
• Maintains Public Works’ web site. Reviews and formulates suggested changes, and coordinates edits, and updates with appropriate divisions;
• Creates and maintains physical and digital filing systems including scanning, filing, and document management, according to records retention guidelines;
• Performs research and compiles and summarizes information for reports;
• Drafts, edits, and distributes public service announcements, other outreach communication messages and articles;
• Inputs, updates, and provides quality assurance and quality control in databases and spreadsheets;
• Issues overweight permits;
• Reviews staff written work to check for correct spelling and grammar and assists with formatting and other editing changes;
• Purchases materials and supplies, including negotiating with vendors, and managing office needs;
• Performs other duties as assigned.

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required for this job. Duties, responsibilities, and tasks may change with or without notice.

Examples of Knowledge

• Knowledge of Lewis and Clark County policies and procedures;
• Public Works Department policies and procedures;
• Data entry methods and practices;
• Procurement and purchasing practices;
• Modern office methods and procedures, including filing, business English and grammar;
• Web publishing;
• Multiline phone system operation.

Examples of Skills & Abilities

• Time management, multitasking, and flexibility in a dynamic work setting;
• Ability to work well under pressure and navigate multiple deadlines;
• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette;
• Accuracy and attention to detail and organization;
• Customer service, establishing and maintaining effective relationships with co-workers, the general public, and vendors;
• Supply management and inventory control;
• Proficient in common office machines and in operating a computer and using applicable software (Windows, Microsoft Office, Outlook, fleet management and PubWorks);
• Data management and entry skills, including the ability to maintain and improve filing systems;
• Develop work processes, specific goals, and work plans to accomplish work as assigned;
• Communicate effectively verbally and in writing to include the ability to understand and follow oral and /or written policies, procedures, and instructions.

Qualifications

The knowledge, skills, and abilities are acquired through a combination of education and experience equivalent to a High School diploma and two years office support experience. Associate degree in business or office technology and related office experience preferred. Other combinations of education and experience may be considered.

Special Requirements

Must have a valid driver’s license.

Physical Demands

Duties are generally performed in an office setting where hazards and discomforts are controlled and modifiable. Position requires knowledge and use of typical office equipment including telephone and personal computer. Must be able to move or lift materials weighing up to 30 pounds. Position requires regular contact with fellow employees and citizens.

Application Instructions

Applications for this position are accepted online only through our career portal. Job Opportunities - Lewis & Clark County (lccountymt.gov)

www.lccountymt.gov/Government/Human-Resources/Job

The following items are required along with the on-line application:

• Resume - Attach resume to online application in designated section
• Cover Letter - Attach cover letter to online application in resume upload section as well. More than one document can be uploaded.

For questions on this position or on the application process, please call (406) 447-8316 or e-mail kgrose@lccountymt.gov.

Disclaimer: Equal Opportunity Employer.

Job Type: Part-time

Pay: $18.20 - $19.27 per hour

Expected hours: 30 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person