Overview
Administrative Specialist / Receptionist Jobs in Billings, MT at Allen & Associates Insurance Inc
JOB STATUS:
OPEN
POSTING DATE:
05/12/2025
CLOSING DATE:
05/26/2025 11:59 PM
POSTING NUMBER:
00007149
LOCATION:
Maintenance & Operations
POSITION TITLE:
Administrative Assistant, Director of Maintenance
JOB DESCRIPTION:
Primary Purpose
To facilitate the efficient operation of the Maintenance department, maintain accurate payroll and personnel
records, and provide clerical services for the Maintenance staff.
RESPONSIBILITIES:
Major Responsibilities and Duties
1. Accurately record, report and submit employee payroll related information for a staff of
approximately 100 employees.
2. Maintain accurate records of employee sick leave, vacation, state personal leave, and non-work days
as they are accumulated and used.
3. Accurately report accidents and workers’ compensation claims within the established time frames.
Continue to facilitate progress on employees with the District’s Risk Management Department.
4. Verify all employee absences on a biweekly basis via employee management system.
5. Create and maintain departmental files on all maintenance employees.
6. Effectively coordinate with the Human Resources department by accurately preparing and submitting
information involving maintenance employees’ assignments, locations and salaries that might affect
benefits, on a timely basis.
7. Assist with information to prepare annual proposed staff positions and assist with information for the
annual department budget with additional maintenance personnel and overtime.
8. Oversee time-off schedules for departmental employees.
9. Acquire, distribute and store department supplies.
10. Reconcile monthly P-card statement.
11. Maintain overtime request to ensure compliance and provide accurate processing.
12. Assist with receptionist duties for the department, and accurately answer and direct telephone calls
when needed.
13. Ensure that resigning employees submit complete letters of resignation and prepare exit reports for
Human Resources and Payroll.
14. Prepare and distribute Maintenance Department memos when needed.
15. Coordinate yearly departmental orientation and luncheons.
16. Assist in processing the department’s incoming and outgoing mail as needed.
17. Correct unsafe conditions that may exist in the work area that could cause an accident. Any conditions that are not correctable by you are to be reported to the supervisor immediately.
18. Know and practice the proper safety procedures in operating machinery and equipment as required for the job.
19. Know and practice safety techniques in lifting, climbing, and performing other job duties.
20. Assist the director and departmental supervisors by conducting employee orientation and in-service presentations to large groups of employees.
21. Attend workshops and/or seminars for professional development.
22. Other duties as assigned by the supervisor or designee.
23. Attendance at work is an essential function.
24. Maintain confidentiality.
EXPERIENCE:
QUALIFICATIONS:
Minimum Education/Certification:
High school diploma or G.E.D.
18 credited college hours or three years of experience as an administrative assistant or similar office
experience preferred
Valid Texas driver’s license
Eligible for coverage under the District’s vehicle insurance program
Special Knowledge/Skills:
Proficiency in typing, word processing, spreadsheets, power point, and other computer functions
Working knowledge of general office procedures and the operation of common office equipment
Effective interpersonal skills
OTHER INFORMATION:
Equipment Used
Computer, printer, scanner, calculator, telephone (multi-line and cell phone), mobile radio, pager, copier, fax
machine, and other office equipment.
Working Conditions
Mental/Physical Demands/Environmental Factors:
Moderate lifting and carrying (15 to 44 pounds), pushing, reaching above shoulders, use of fingers, walking,
standing, kneeling, repeated bending, operation of motor vehicle, ability to distinguish basic colors, specific
visual requirements (using computer), specific hearing requirements (oral and phone conversations, mobile
radio).
Outside and inside, electrical energy. unusual fatigue factors (computer input).
JOB CONTACT INFORMATION:
APPLY TO:
The above statements are intended to describe the general purpose and responsibilities assigned to this job
and are not intended to represent an exhaustive list of all responsibilities, duties and skills required.
GROUP / GRADE:
Wage/Hour Status: Hourly; Reports To: Director, Maintenance; Date Revised: May 2025
SALARY:
Pay Grade: 6
DAYS:
230
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Title: Administrative Specialist / Receptionist
Company: Allen & Associates Insurance Inc
Location: Billings, MT
