Administrative Assistant
State of Montana - Helena, MT

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Job Listing Detail

Position Title:
Administrative Assistant

  • Applications must be received by Midnight Mountain Time on the closing date.
Listing Number: 9280-1310

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For more information contact:
State Agency:
Commerce

PO Box 200501

Helena , MT
59620

Phone: (406)841-2718

Fax: (406)841-2701

TTY: (406)841-2702

E-mail: docapplicants@mt.gov

  • OR -
Local Montana Job Service Workforce

Position

Number(s):
65166425

Openings:
1

Location(s):
Helena

Job Status:
Full-Time Permanent

Shift:
Daytime

Date Posted:
1/16/2013

Closing Date:
1/24/2013

Department:
Commerce

Division:
Housing

Bureau:
Band/Grade:
3

State Application Required:
Yes

Salary:
$13.26 - $15.92

Salary Unit:
Hourly

Additional Salary Information: Benefits include: The state contribution of $8,796/yr. towards health, life, dental, and optional vision insurance; approximately a 7% state matched contribution to the retirement fund and paid leave.

Applicant Pool: If another department
vacancy occurs in this job title within six months, the same applicant pool may
be used for the selection.

Special Information:
The mission of the Housing Division is to create affordable housing opportunities for Montanans whose needs are not met by the market. We value people, families, communities, fairness, teamwork, mutual respect, and integrity

The mission of the Department of Commerce is to enhance economic prosperity in Montana; foster community led diversification and sustainability of a growing economy; maintain and improve our infrastructure, housing and facilities; and promote and enhance Montana’s positive national and international image.

Commerce prepares qualified and motivated people with the necessary skills to be successful employees and an integral component in fulfilling this mission.

Click on “Apply On-line” and find out how you can tap into one of Montana’s best resources, Commerce.

WOMEN AND MINORITIES ARE ENCOURAGED TO APPLY.

Duties:
This position administers the daily office functions to ensure the effectiveness of ongoing operations and activities by identifying and resolving operational problems, updating and implementing procedures, and coordinating schedules. Provides telephone coverage and receptionist duties for the office, and distributes all mail and deliveries. Responds to inquiries from the media and public, and plans, organizes, and implements meetings, training, and promotional events. Reviews loan documents, verifying information on the loan tracking system, identifying and resolving errors and discrepancies, and maintaining loan tracking databases and files. Answers wait list questions, looking up information on the computer, verifying Wait list applications dates, and providing information using HUD regulations for Housing field agents, wait list applicants and caseworkers. This position is responsible for coordinating office records management procedures, and the conversion of documents from hard copy to digital format. Provides back-up support for office programs in the absence of the Administrative Assistant.

Job Profile available upon request.

Competencies:
Commitment, Communication, Initiative and Accountability, Influence, Personal Effectiveness, and Thinking and Problem Solving

Knowledge - Position requires knowledge of business communications, general computer operations, office management procedures and techniques, and department policies and procedures. Requires considerable knowledge of the methods and procedures of imaging; records management techniques; Business English, spelling, grammar, formatting, and composition; and customer service standards, report formats, and communications techniques. Proficient use and knowledge of standard office software (Word, Excel, Outlook, etc.). This work requires considerable knowledge of records management techniques; Business English, spelling, grammar, formatting, and composition; and customer service standards, report formats, and communications techniques. The work requires some knowledge of standard office software.

Skills – The candidate should be skilled in the use of standard office equipment and software applications. Skill in data entry, proofreading, operating basic office and imaging equipment (e.g., copiers, faxes, calculators, 10-key machines, printers, scanners, multi-line telephones, etc.). The position requires excellent interpersonal skills to maintain effective lines of communication with department staff, lenders, program constituents, and the public.

Abilities - The ability to organize multiple tasks in a fast-paced office environment, communicate verbally and in writing, and problem solve.

Education/Experience:
This position requires education and experience equivalent to a high school diploma and 2-4 years of job related experience in office management, office technology, bookkeeping, or as an administrative assistant. It is necessary to be proficient in Word and Excel, records management, scanning, and loan documentation. Other combinations of education and experience will be considered.

Supplemental Questions:
Please complete the following supplement questions. This supplement gives you an opportunity to present more complete and specific details regarding your qualifications for this position. If you are applying by mail you must have your typed answers on a separate sheet of paper marked with your name and position number. Please limit your response to no more than 1 page per question, typed and single-spaced. Your responses will be evaluated as an example of your written communications skills. Your responses to the Application Supplement MUST BE COMPLETED with your Montana State Application form in order for your application to be considered.

Developing a positive relationship with a customer, either internal or external, is often critical for success. It’s very important to build good relationships at work, even with difficult people. Please describe a time when you were able to build a successful relationship with a difficult person.
It often takes an extra effort to accomplish a task or reach a goal. Please provide a specific example of when you had to exert that extra effort.

Additional Materials Required: None Required

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