Secretary
State of Montana - Helena, MT

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Job Listing Detail

Position Title:
Secretary

  • Applications must be received by Midnight Mountain Time on the closing date.
Listing Number: 9086-12154

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For more information contact:
State Agency:
Justice

P.O. Box 201404

Helena , MT
59620-1404

Phone: (406)444-7077

Fax: (406)444-1887

TTY: Montana Relay Service at 711

E-mail: dojapps@mt.gov

  • OR -
Local Montana Job Service Workforce

Position

Number(s):
41122009

Openings:
1

Location(s):
Helena

Job Status:
Full-Time Permanent

Shift:
Daytime

Date Posted:
12/5/2012

Closing Date:
12/18/2012

Department:
Justice

Division:
Criminal Investigations

Bureau:
Montana Law Enforcement Academy

Band/Grade:
3

State Application Required:
Yes

Salary:
$11.86 - $16.32

Salary Unit:
Hourly

Additional Salary Information: Salary negotiable depending upon qualification and salary of existing employees.

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:
Benefits: Upon date of hire, eligible for 100% state paid premiums for employee “core” medical, dental, and basic life insurance coverage (dependent coverage and supplemental options available at an additional cost). Earn 15 working days of annual leave, 12 days of sick leave and 10-11 paid holidays a year. Membership in a Retirement System with the state matching begins upon the first day of employment (vesting criteria applies). See employment information link at the end of this announcement. Flexible schedules may be considered.

Work is in a standard office environment; required to lift items up to 20 pounds including but not limited to, office supplies, mail items, and classroom items.

Materials submitted but not requested by the employer will not be considered in the selection process.

The Montana Department of Justice is an equal opportunity employer.

**All applicants must provide a typing certificate of proficiency (from a Job Service Office) verifying a minimum of at least 45 words per minute with less than 5 errors. **

Successful applicant(s) will be subject to:
Criminal History Background Check
Driving Record Check

Duties:
This position provides administrative, clerical and financial support for the staff at the Montana Law Enforcement Academy. This position is responsible for creating, sending and properly coding invoices; ensuring amount invoiced includes all services provided (tuition, lodging, food services, text books, etc.); allocating the invoice to the appropriate organization (ORGs) and Accounts. Reviews, and distributes monthly reports, checking accuracy of expenditures. Receives, records, reconciles and deposits cash revenues. General administrative duties include: student registrations, inventorying and ordering daily supplies, printing, copying, faxing and processing incoming and outgoing mail. Class registrations include three basic programs (LEOB, CDOB, and PSC) and numerous professional programs; sends out electronic copies of the registration packets, and confirmation letters. Schedules and reserves lodging accommodations and food service for incoming students and instructors. Creates and edits databases and surveys; types draft and final correspondence and prepares and disseminates student evaluation data.

Competencies:
Communication

  • Provides written communication in legible, accurate and timely manner.
  • Confidential and sensitive information is handled appropriately.
  • Is not afraid to ask questions or ask for help.
  • Responds directly and thoroughly to questions and follows up to make sure that the customer's expectations have been met.
Multi-tasking

  • Handles multiple tasks and projects simultaneously without sacrificing quality.
  • Is able to handle interruptions and still stay on task
  • Manages stress created by dealing with multiple priorities.
Professionalism

  • Displays a positive attitude, even under stressful situations.
  • Deals with others in an honest and fair way.
  • Remains current on changes and updates affecting their area of responsibility.
  • Demonstrates energy and enthusiasm for work.
  • Conveys a professional and positive image of the agency.
Working knowledge of office practices, procedures and rules, standard business communication, telephone etiquette, formatting and composition, word processing and spreadsheet software (Word, Excel, Outlook), bookkeeping practices and generally accepted accounting practices.

This position requires skill in the use of standard office equipment including a personal computer, printer, copier, fax machines, ten-key, multi-line telephone system and written and verbal communications. This position requires the ability to research solutions to problems, explain and apply policies, rules and regulations, establish and maintain effective working relationships, communicate effectively, multi-task and prioritize work, meet deadlines, work independently, maintain confidentiality, be detail oriented and track and monitor multiple processes.

Education/Experience:
The above knowledge, skills and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and four years of general office work experience which includes direct contact with the public, experience in providing information and explaining processes and two years of experience in bookkeeping/accounting or one year of business vocational training consisting of basic secretarial, bookkeeping, and computer courses may substitute for the experience.
Preferred experience: experience and skill working with: SABHRS Financials and SABHRS Data Mine.

Alternate combinations of education and experience will be considered on a case by case basis.

Supplemental Questions: None Required

All applicants must provide a typing certificate of proficiency (from a Job Service Office) verifying a minimum of at least 45 words per minute with less than 5 errors.

Additional Materials Required:
Other Required Materials (see Job Listing)

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