Administrative Assistant 2 - Office Manager Missoula Unit

State of Montana•Missoula, MT

36d

About The Position

Montana Department of Natural Resources and Conservation's mission is to help ensure that Montana's land and water resources provide benefits for present and future generations. The DNRC believes employees are their most important asset. The DNRC empowers employees to exercise professional judgment in carrying out their duties. Employees are provided with the training and tools necessary to achieve the mission. Both team effort and individual employee expertise are supported and sustained. The incumbent works under the supervision of the Missoula Unit Manager, and functions as a member of the Missoula Unit team which is comprised of 14 natural resource management professionals and 13 summer seasonals. The incumbent is assigned a wide range of duties requiring considerable knowledge of several Department programs including Fire Management, Forest Product Sales, State Lands Administration, Hazard Reduction, Private Forestry Assistance and Forest Practices. In addition to these duties, the incumbent is responsible for office management (including clerical and receptionist duties). The incumbent tracks the budget in each program (the total unit budget is approximately $115,000) and works closely with program leads. The incumbent is expected to be the unit subject matter expert in budget and purchasing policy and procedure, technical accounting, payroll, fire business and employee onboarding.

Requirements

The knowledge, skills and abilities required for this position are typically acquired through a combination of education and experience equivalent to a High School diploma with 4 or 5 years of related field experience or an Associates Degree focusing on business management and 2 to 3 years of related field experience.
Related experience should be in a field that compliments the job requirements.
An additional two years of progressively responsible, directly related experience including a high degree of computer literacy is required.
Accounting and Auditing are critical components of this position. The incumbent must have the ability to audit multiple fire packets at the same time.
The incumbent will work closely with the Fire Bureau, Area resources and fire departments.
The incumbent will need to be able to meet Fire Packet deadlines, while also meeting deadlines on monthly unit invoices.
Maintaining relationships is very important and strong communication skills are a must.
This position demands a high degree of skill and ability to communicate effectively, both orally and in writing.
Ability to manage multiple priorities.
Considerable ability to accurately interpret rules and standards and guidelines for several complex programs and provide accurate, concise and understandable program requirements and procedural information to program clientele and the public.
Considerable ability to establish and maintain effective working relationships with supervisor and other unit staff.
Considerable ability to establish and maintain good rapport with, and obtain cooperation of, program clientele including private contractors and landowners, local government agencies, Missoula Interagency Dispatch Center (MIDC), members of Missoula County Fire Protection Association (MCFPA) and the public.
Candidates must be eligible to work in the United States.
A valid driver's license is required with less than 12 conviction points in the most recent, completed 36 months.

Responsibilities

Perform a variety of technical and administrative tasks and manage the operations of the unit office to ensure adequate support for unit operations.
Perform a variety of technical accounting, budgeting, payroll and related tasks.
Perform fire finance duties and coordinate and perform unit fire program activities including interagency relations, local fire department fire packet management, fire prevention, policy and procedure development.
Perform a variety of administrative services related to the Unit's Service Forestry and Trust Lands Programs. This involves providing program information and interpretation of regulations and statutes.