Administrative Assistant 3

State of Montana • Havre, MT

23h • Onsite

About The Position

The Administrative Assistant 3 provides internal and external customer service, technical support, and administrative assistance to Montana Fish, Wildlife & Parks (MFWP) programs in the Havre Area Resource Office. The office supports and coordinates regional fish, wildlife, parks, law enforcement, and information programs. The position is part of the Front Desk unit, which serves as the public’s primary point of contact and provides administrative support to agency divisions under the direction of the regional office manager.

The front information desk is the primary MFWP license agent, issuing hunting, fishing, and miscellaneous licenses, permits, and decals. The position also supports the Licensing Bureau, including providing phone coverage for the Licensing Call Center. Work includes answering public questions, processing and accounting for license-sale funds, maintaining records and filing systems, assisting with technology, and supporting multiple programs. The role requires learning Montana-specific rules, licenses, seasons, regulations, and recreation information, and communicating effectively with staff, partner agencies, and the public.

This is a part-time flexible-schedule position averaging 20 hours per week during standard operations and increasing to as many as 40 hours per week during March, October, and November. It is performed in a standard indoor office environment. Applicants must submit a resume, cover letter, and references. A successful applicant will be subject to a background investigation.

Requirements

• High school diploma or equivalent, or an equivalent combination of education and experience considered case by case.
• At least 2 years of job-related work experience, or an equivalent combination of education and experience considered case by case.
• At least intermediate proficiency in Microsoft Excel and Microsoft 365 (O365).
• Strong organizational skills, effective task prioritization, and attention to detail.
• Effective written and verbal communication skills.
• Ability to balance teamwork with independent thinking and manage responsibilities with minimal supervision.
• Ability to handle multiple tasks and meet tight deadlines.
• Applicants must submit a resume, cover letter, and references.
• Successful applicants are subject to a background investigation.

Nice To Haves

• Experience dealing with the public and explaining complicated information.
• Experience handling confidential or financial information.
• Experience troubleshooting computer issues or maintaining accurate records.
• Comfort with Microsoft 365 applications such as Outlook, Word, Excel, Teams, and possibly SharePoint.

Responsibilities

• Provide internal customer service, technical support, and administrative support to fish, wildlife, state parks, law enforcement, and information and education programs.
• Answer public questions and provide accurate information about hunting, fishing, trapping, state parks, recreation, and MFWP programs.
• Sell licenses and accurately collect, process, balance, and account for money; deposit funds and submit remittance reports at least weekly.
• Provide phone coverage for the Licensing Call Center and assist the Licensing Bureau with administrative work.
• Help staff and members of the public with computer systems, databases, and other technology used by MFWP.
• Maintain physical and digital filing systems, records, and information tracking; process paperwork, enter data, and assist with reporting.
• Accurately enter collected data into Excel spreadsheets and use spreadsheets for organizing and analyzing information.
• Organize information and support multiple programs while prioritizing tasks and meeting deadlines.
• Communicate with agency staff, partner agencies, and members of the public.
• Learn and provide information about Montana-specific rules, licenses, seasons, regulations, and recreational opportunities.

Benefits

• Employees who exceed 1,040 hours in a calendar year are provided health, dental, and life insurance.
• Retirement benefits.
• Paid vacation.
• Paid sick leave.
• Paid holidays.
• The position may be covered by a VEBA (Voluntary Employee Beneficiary Association).

What This Job Offers

• Job Type: Part-time
• Education Level: High school or GED