Overview
ADMINISTRATIVE ASSISTANT III Jobs in Helena, MT at City of Helena, MT
General Definition of Work
Administrative Assistant I or II
Performs intermediate skilled administrative support work providing administrative support to department staff, receiving and processing incoming calls and visitors, preparing and maintaining detailed and/or confidential records and files, typing a variety of documents, and preparing reports; does related work as required. Work is performed under the limited supervision of the assigned supervisor. Supervision may be exercised over assigned clerical personnel.
Administrative Assistant III
Performs difficult skilled administrative support work providing administrative support to department staff, receiving and processing incoming calls and visitors, preparing and maintaining detailed and/or confidential records and files, preparing reports; does related work as required. Work is performed under the limited supervision of the assigned supervisor. Supervision may be exercised over assigned clerical personnel.
The level hired at is determined by experience and results of on-site, employer skill testing scores. The minimum passing scores for levels are detailed below.
Essential Functions/Duties
Administrative Assistant I, II, or III
Answers routine correspondence for supervisor independently – 10%
Makes appointments and sets up meetings – 5%
Applies concepts, establish formats, enter text into software applications for a variety of documents such as letters, memorandums, technical and statistical reports, data for publication, specifications, and/or meeting minutes – 10%
Interprets departmental and City policies and procedures for employees and the public – 5%
Performs a variety of financial and special fund record keeping – 10%
Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations – 5%
Assists in the development of office procedures – 5%
Collects information from a variety of sources and compiles data for special and periodic reports – 10%
Ability to print, retrieve, modify and store all text – 5%
Prepares agendas, takes and transcribes meeting minutes – 5%
Posts a wide assortment of information to records – 5%
Interviews visitors – 5%
Takes and transcribes dictation and types correspondence – 5%
Supervises the maintenance of filing systems and/or departmental libraries – 5%
Sets up and supervises the maintenance of filing systems – 5%
Operates a variety of office machines – 5%
Special Job Tasks of the Position
Member of the Life Safety Division and supervised by the Fire Marshal.
Facilitating operational permits for the division including inputting them into our records management system, distributing permits, and following up on delinquent fees.
Fire prevention scheduling for the department and purchasing fire prevention supplies.
Assist the Fire Marshal with City View the online portal that handles new construction permits.
Splitting payroll duties on a bi-weekly basis.
Handling fire hydrant flow requests for new construction purposes.
Facilitating fire reports and other public information requests as designated by the Fire Marshal.
Organizing and sending accident reports to Human Resources.
Assist the Fire Marshal with Brycer (The Compliance Engine) an online portal that houses life safety systems reports.
Knowledge, Skills and Abilities
Administrative Assistant I
General knowledge of standard office practices and procedures, equipment and administrative techniques; general knowledge of business English, spelling and arithmetic; ability to interpret and apply policies and procedures; ability to make difficult arithmetic calculations and to set up complex forms and statistical tables; ability to type, take and transcribe accurately at a reasonable rate of speed; ability to supervise assigned staff; ability to establish and maintain effective working relationships with others; ability to work independently in the absence of specific instruction; ability to meet the public effectively.
Administrative Assistant II
Thorough knowledge of standard office practices and procedures, equipment and administrative techniques; thorough knowledge of business English, spelling and arithmetic; ability to interpret and apply policies and procedures; ability to make difficult arithmetic calculations and to set up complex forms and statistical tables; ability to type, take and transcribe accurately at a reasonable rate of speed; ability to supervise assigned staff; ability to establish and maintain effective working relationships with others; ability to work independently in the absence of specific instruction; ability to meet the public effectively.
Administrative Assistant III
Thorough knowledge of the organization and functions of the department and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment and office support techniques; thorough knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to supervise assigned staff; ability to establish and maintain effective working relationships with associates, elected officials, other agencies and the general public.
Education/Experience/Physical Demands/Special Requirements/Additional Information
Administrative Assistant I
Graduation from high school or equivalent.
Valid driver’s license
Must pass intermediate level PC applications (Word, Excel) test, upon hire
Must pass typing test, minimum of 45 words per minute, upon hire
Four (4) years progressive experience as Office Assistant
Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina
Administrative Assistant II
Graduation from high school or equivalent and moderate experience in administrative support, or equivalent combination of education and experience.
Valid driver’s license
Must pass intermediate level PC applications (Word, Excel) test, upon hire
Must pass typing test, minimum of 50 words per minute, upon hire
Six (6) years progressive experience as Office Assistant
Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina
Administrative Assistant III
Graduation from high school or equivalent and considerable experience in administrative support, or equivalent combination of education and experience.
Valid driver’s license
Must pass advanced level PC applications (Word, Excel) test, upon hire
Must pass typing test; minimum of 50 words per minute, upon hire
Six (6) years progressive experience as Office Assistant
Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina
Special Requirements for the Position
Proficient in Microsoft Office (emphasis on Word, Excel, Outlook, and PowerPoint).
Able to adequately transcribe monthly staff meetings and other meetings on an as-needed basis.
North Carolina Notary Public designation or obtain within six months of being hired.
Ability to provide superb customer service to our citizens by facilitating phone calls, greeting station visitors, corresponding via email, and speaking with businesses concerning life safety issues.
Website updating experience or the ability to learn.
Experience with the finance program Eden or the ability to learn.
The physical activity of this position includes:
Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.
Crouching: Bending the body downward and forward by bending leg and spine.
Reaching: Extending hand(s) and arm(s) in any direction.
Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand or arm as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Hearing: Perceiving the nature of sounds at normal spoken word levels with or without correction. Ability to receive detailed information through oral communication, and to make fine discriminations in sound, such as when making fine adjustments on machined parts.
Repetitive Motions: Substantial movements (motions) of the wrists, hands and/or fingers.
The physical requirements of this position:
Office Environment Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Office environment work involves sitting most of the time. Jobs are categorized as office environment if walking and standing are required only occasionally and all other Office Environment Work criteria are met.
The visual acuity requirements including color, depth perception and field of vision:
The worker is required to have close visual acuity to perform one or more of the following. (Check all of the following which apply): preparing and analyzing data and figures; accounting; transcription; computer terminal; extensive reading; visual inspection involving small defects, small parts, operation of machines (including inspection); using measurement devices; assembly or fabrication of parts at distances close to the eyes.
The conditions the worker will be subject to in this position:
None: The worker is not substantially exposed to adverse environmental conditions (such as in a typical office or administrative work environment).
Drug screening, criminal background, and reference checks are required.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The City of Gastonia is committed to creating and maintaining a work environment that is inclusive, equitable, and welcoming. We value diversity and promise to honor your experiences, perspective, and unique identity.
The City of Gastonia is an Equal Opportunity Employer (M/F/H)
Title: ADMINISTRATIVE ASSISTANT III
Company: City of Helena, MT
Location: Helena, MT
