Administrative Manager jobs in Helena, MT

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Office Manager Administrative Support
  • Gallatin County
  • Bozeman, MT FULL_TIME
  • This position is located in the Judge Guenther Memorial Center and provides executive assistance to the Director of Court Services as well as technical and administrative support to the programs within Court Services.  This position requires the ability to multi-task within a team environment as well as the ability to maintain strict confidentiality in handling sensitive data, records and information. Typical duties include employing nationally recognized accounting principles, maintain accurate records of expenditures, reimbursements, revenues and assisting the Director with budget preparation, reviewing invoices for accuracy and submitting through (MUNIS) or similar software; creating payments and reconciling expenditures and revenues; collections, billing, and monitoring accuracies in regards to fees; entering data into information management systems,  conducting Victim Impact Panel and Community Service enrollments, assisting with Victim Impact Panel registration, greeting visitors; directing clients; collection of fees from defendants, answering telephones; conducting periodic inventories of resources; assisting the Director to review and develop procedures related to the position.  This position reports to the Director of Court Services.


    Each duty listed below makes up at least 5% of the job, and all other functions are included in Other Duties as assigned.   All duties below are essential functions unless otherwise indicated.


    OFFICE MANAGER DUTIES 

    • Reviews, understands and responds to defendant’s questions concerning court referrals, bail release conditions, orders and other criminal justice documents.
    • Greets visitors and responds to questions or locates the appropriate staff or officer to assist the visitor with the purpose of their visit.
    • Answers the telephone and provides assistance to callers by responding to general and specific inquiries, interpreting information needs, directs traffic and/or fields daily calls from the public, defendant check-ins, community service workers and outside agencies locating applicable resources or connects them with the appropriate staff member or officer.
    • Coordinates and performs overall accounts receivable and payable processing for the Court Services.
    • Ensures appropriate reimbursement to Court Services. 
    • Receives, deposits, and reconciles monies from Court Services Programs. Prepares associated reports.  
    • Balances budget reports and adjusts/modifies as needed to ensure accuracy of information.
    • Tracks all expenditures and revenues/ reimbursements for a fiscally responsible outcome.
    • Responsible for coordinating and ensuring accuracy and timeliness of the claims process for Court Services.  
    • Charges claims to proper accounts.    
    • Compares invoices from vendors with documentation on file for appropriate vendor name and address, dollar amount, invoice numbers, dates, appropriate coding, etc.  Verifies the invoice is correct by reviewing all details.  Checks for errors and researches discrepancies by contacting the vendor to gather additional information, checking procedures and makes adjustments to ensure accuracy.  
    • Prepares claims following the Gallatin County Auditor’s Office procedures.  
    • Audits budget allocations against expenditures to ensure accuracy and reliability.
    • Quarterly works with Auditing Department to assist with the audit of Court Services accounts and assets
    • Process paperwork for Court Services Assets and monitor and apply the asset tags Dispose of assets as needed, using proper procedures.   
    • Prepare weekly deposits.
    • Orders, tracks and keeps an inventory on all supplies and conducts periodic inventories of resources.
    • Provides routine office duties including copying, faxing, emailing, certified mailings, etc. of various documents and develops computer generated signs and forms.
    • Maintains and keeps the current mailing lists up to date.
    • Enters information and data into the Court Services Department database.
    • Assists with grant development and reporting.
    • Documents drug and alcohol testing into the Court Services database.
    • Assists with community corrections, including enrollments in Victim Impact Panels and the Community Service program.  Assists with Victim Impact Panel registration on the night of the event.  Perform other clerical duties for Court Services staff as needed.
    • Provides administrative review of documents created by staff.
    • Provides a basic understanding of policies and procedures to the Court Services employees i.e., helping with time sheets, vacation, comp-time, leave requests, etc.
    • Maintains Department policies and procedures library and coordinates with supervisors to update annually or as needed.
    • Assists the Director with budget reviews and development of fiscal budget planning and development.
    • Maintains statistical information for evaluation of goal achievement.

    This position requires the knowledge of the local court system; criminal proceedings; court orders knowledge of federal and state laws governing governmental fair practices; reconciliation of revenues and expenditures and collection; creation of deposits; standard office procedures; record keeping; thorough knowledge of modern business machines and general knowledge of grant development and revenue.  This position must have strong computer skills in Microsoft Word, Excel, Outlook, web pages, the Internet and various other office software methods, practices and procedures.  Position must have the ability to apply knowledge; type and calculate accurately; perform administrative duties; exercise courtesy and tact in receiving the public and in giving and obtaining information; follow written and oral instructions; communicate effectively both verbally and in writing and establish and maintain cooperative relationships with those contacted in the course of work. In addition, this position must have excellent telephone skills; good listening skills and must be able to take messages accurately; have the ability to calmly and appropriately assist an occasional angry or hostile individual; ability to multi-task, prioritize, organize and problem solve.  This position requires the ability to multi-task within a team environment as well as the ability to maintain strict confidentiality in handling sensitive confidential criminal justice data, records and information.

    The required knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to a minimum of a bachelor degree with a focus in criminal justice or other related social service program and/or three (3) to five (5) years related supervisory skills.
     
    Licenses and Certifications:  Applicants for this position must possess a valid driver’s license, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County’s liability policies.About Gallatin County: 

    Located in a sweeping valley in the heart of the Rocky Mountains, Gallatin County is the most populated and fastest growing county in scenic southwest Montana. The County Seat of Bozeman at large encompasses over 50,000 people, yet has a small town feel. Located in a breathtaking Rocky Mountain setting, it is close to world-class downhill skiing, blue ribbon trout streams, Yellowstone National Park and a multitude of other outdoor activities in the pristine nearby wilderness areas.

    Gallatin County covers over 2,500 square miles of mountain lands varying in topography and climate from temperate river valleys to snow-capped peaks and open ranch lands. Nearly half of all the land in Gallatin County is under public ownership by the Gallatin National Forest, the State of Montana, Bureau of Land Management or the National Park Service.

    Gallatin County is large and diverse, featuring everything from the spectacular scenery of Yellowstone National Park (our first National Park) to lush farmland, and a growing economy of high-tech industries. Skiers, outdoor enthusiasts, wildlife watchers, mothers and fathers, business owners, vacationers, ranchers, retirees, students, and many others have grown to love Gallatin County's boundless opportunities.



    Some of the many benefits offered to full-time and part-time employees: 

    Excellent Medical Health Benefits – Group health benefits, including dental and vision coverage, are available to eligible County employees.  The medical health benefits premium is covered for full-time employees.   The County contribution is pro-rated on hours paid for part-time employees.  The employee pays the premium portion for dependent coverage. Family health benefits coverage is $205.00 per pay period.

    Medical deductible is $400 for an individual and $1,000 for a family.  
    Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees.  The hours are pro-rated for part-time employees.

    Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses. 

    To see all of our benefits, please click on the benefits tab.

    As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation. 

     

    To please be prepared to attach the following required documents to be considered:

    • Resume
    • Three (3) work references
    • Cover Letter

     

     

    Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.

     

  • 1 Day Ago

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Administrative Associate Manager, College of Business
  • The University of Montana Western
  • Missoula, MT FULL_TIME
  • Application instructions are located at the bottom of the page. Please apply directly through the University of Montana's career portal UM Jobs at https://umjobs.silkroad.com/ for positions at the Uni...
  • 1 Month Ago

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Administrative Associate Manager, College of Business
  • University of Montana
  • Missoula, MT FULL_TIME
  • Application instructions are located at the bottom of the page. Please apply directly through the University of Montana's career portal UM Jobs at https://umjobs.silkroad.com/ for positions at the Uni...
  • 1 Month Ago

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Administrative coordinator
  • Consumer Direct Care Network
  • Missoula, MT FULL_TIME
  • JOB SUMMARY The Administrative Coordinator I coordinates administrative duties in compliance with Federal / State Regulations and Managed Care Organization (MCO) program rules. Responsible for handlin...
  • 19 Days Ago

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Administrative marketing
  • Mediabistro
  • Missoula, MT FULL_TIME
  • Benefits : Competitive salaryFlexible scheduleTraining & development Fish Window Cleaning is looking for the right person who is independent, wants flexible hours and likes communicating with customer...
  • 19 Days Ago

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Administrative Assistant
  • Mann Mortgage LLC
  • Helena, MT FULL_TIME
  • DescriptionMann Mortgage, a growing multi-state, community anchored, mortgage lending company dedicated to helping aspiring borrowers fulfill the dream of home ownership, has an immediate opening for ...
  • 20 Days Ago

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0 Administrative Manager jobs found in Helena, MT area

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Postal Clerk - No Experience Required
  • The Postal Service
  • Helena, MT
  • POSTAL CLERK NO EXPERIENCE REQUIRED PAID TRAINING PROVIDED JOB SECURITY The Postal Service is the largest government rel...
  • 3/28/2024 12:00:00 AM

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Postal Mail Processor
  • The Postal Service
  • Helena, MT
  • POSTAL CLERK NO EXPERIENCE REQUIRED PAID TRAINING PROVIDED JOB SECURITY The Postal Service is the largest government rel...
  • 3/28/2024 12:00:00 AM

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Online Survey Taker. Earn up to $25 per survey. - Remote
  • Earn Haus
  • Helena, MT
  • Job description We are urgently looking for people interested in taking online surveys for Fortune 500 brands. If you ar...
  • 3/28/2024 12:00:00 AM

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Registered Nurse - Medical Unit - Nights
  • The Staff Pad
  • Fort Harrison, MT
  • Medical Unit RN - Nights Helena, Montana Schedule & Comp: Full-time & Part-time Options, Multiple Shifts Available Summa...
  • 3/25/2024 12:00:00 AM

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Registered Nurse - Medical Unit - Nights
  • The Staff Pad
  • Helena, MT
  • Medical Unit RN - Nights Helena, Montana Schedule & Comp: Full-time & Part-time Options, Multiple Shifts Available Summa...
  • 3/25/2024 12:00:00 AM

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Registered Nurse - Medical Unit - Nights
  • The Staff Pad
  • East Helena, MT
  • Medical Unit RN - Nights Helena, Montana Schedule & Comp: Full-time & Part-time Options, Multiple Shifts Available Summa...
  • 3/25/2024 12:00:00 AM

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Paralegal - Contract & Policy Specialist
  • The Staff Pad
  • Helena, MT
  • Job Description The Staff Pad is seeking a Paralegal - Contract and Policy Specialist. We are honored to partnered with ...
  • 3/25/2024 12:00:00 AM

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Regional Nurse Consultant
  • Sage Search Group
  • Helena, MT
  • Some insight into the company: We are a regional operator of skilled nursing facilities in the Intermountain West founde...
  • 3/24/2024 12:00:00 AM

Helena (/ˈhɛlɪnə/) is the state capital of the U.S. state of Montana and the county seat of Lewis and Clark County. Helena was founded as a gold camp during the Montana gold rush, and was established in 1864. Over $3.6 billion of gold was extracted in the city limits over a duration of two decades, making it one of the wealthiest cities in the United States by the late nineteenth century. The concentration of wealth contributed to the city's prominent, elaborate Victorian architecture. At the 2010 census Helena's population was 28,190, making it the fifth least populous state capital in the Un...
Source: Wikipedia (as of 04/11/2019). Read more from Wikipedia
Income Estimation for Administrative Manager jobs
$49,595 to $63,083
Helena, Montana area prices
were up 3.1% from a year ago

Administrative Manager
Monitors daily work of associates evaluating workload and responsibilities of support staff to determine necessary assignment changes to maintain efficient workflow.
April 22, 2021
Assists the Research Director in the development of new methods, procedures and/or processes to increase efficiency and to improve service deliver, production, equipment performance, scheduling and quality control.
June 04, 2021
Provides hardware and software recommendations, acquisition and installation of components when requested, performs maintenance and repair of interoffice network equipment, sets-up and maintains email and networking accounts of new employees, establishes protocols for use of the interoffice network and networked printers/copiers, scanners, etc.
July 05, 2021
Develops and/or refines orientation processes, quality assurance processes, clinical and operational workflows, data collection, documentation, research, staff credentialing, reporting, budgets, and other program needs.
July 09, 2021
Manage team responsible for conducting reviews to ensure policies, goals and objectives for compliance are met, audit strategies are appropriate, reviews are timely, and deficiencies are proactively identified.
September 20, 2021
Demonstrated written communication skills, including the use of word processing and electronic mail software, to prepare concise, logical, grammatically correct analytical reports, correspondence, policies and procedures.
November 17, 2021