Administrative Assistant 3

State of Montana•Havre, MT

10d•Onsite

About The Position

The Montana Fish, Wildlife & Parks (MFWP) Area Resource Office in Havre, Montana provides information and services to the hunting, fishing, and recreational public within the region. This resource office supports and coordinates all MFWP activities in the region. It develops and implements local fish, wildlife, parks, law enforcement, and information programs with direction and support from Helena headquarters. The Front Desk unit, under the direction of the regional office manager, provides customer service to the sportsmen/women of the state of Montana and technical and administrative support to all agency divisions within MFWP. The administrative support staff is the public's primary and initial contact, presenting a professional and knowledgeable image for FWP. The front information desk serves as the primary FWP license agent and is responsible for accurately issuing a variety of hunting, fishing, and miscellaneous licenses, permits, and decals. This position also supports the Licensing Bureau by providing administrative assistance, including phone coverage for the Licensing Call Center. The ideal candidate will demonstrate strong organizational skills, the ability to prioritize tasks effectively, and strong attention to detail. This role requires a balance of teamwork and independent thinking; you will collaborate closely with staff across the section while also taking initiative to manage responsibilities with minimal supervision.

Requirements

Experience dealing with the public, explaining complicated information, handling confidential or financial information, troubleshooting computer issues, or maintaining accurate records transfers well to this position.
High school diploma or equivalent and at least 2 years of job-related work experience.
Intermediate proficiency in Excel.
Comfortable with Microsoft 365 applications such as Outlook, Word, Excel, Teams, and possibly SharePoint.
Strong organizational skills.
Ability to prioritize tasks effectively.
Strong attention to detail.
Balance of teamwork and independent thinking.
Ability to manage responsibilities with minimal supervision.
Written and verbal communication skills.

Responsibilities

Provides internal customer service, technical, and administrative support to all the fish, wildlife, state parks, law enforcement, and information and education programs.
Provides external customer service duties associated with providing public information and services on a multitude of topics and activities that primarily cover hunting, fishing, trapping, and recreational opportunities in Montana.
Serve the public: Answer questions and provide accurate information about hunting, fishing, trapping, state parks, recreation, and FWP programs.
Handle transactions: Sell licenses and accurately collect, process, and account for money.
Provide technical support: Help staff and/or the public with computer systems, databases, and other technology used by FWP.
Perform administrative work: Maintain records, process paperwork, organize information, and support multiple programs.
Use Excel at an intermediate level: Likely includes functions, sorting/filtering, formatting, spreadsheets, and data analysis.
Use Microsoft 365: Be comfortable with applications such as Outlook, Word, Excel, Teams, and possibly SharePoint.
Work across many subject areas: You'd need to learn numerous Montana-specific rules, licenses, seasons, regulations, and recreational information.
Effective communication: Both written and verbal communication is essential, as the Administrative Assistant will frequently interact with staff, partner agencies, and members of the public.
Record Keeping: Maintain physical and digital filing systems so files are easy to find. Assist with reporting, data entry, and information tracking. Money collected from license sales must be balanced, deposited, and remittance reports submitted at least weekly. Various data is collected and must be accurately input into Excel spreadsheets. This position requires at least intermediate proficiency in Excel and Microsoft 365 (O365).
Task Prioritization: Handle many different jobs at once while still meeting tight deadlines; strong organizational abilities; and a high level of attention to detail.
Teamwork: This role requires a balance of teamwork and independent thinking; you will collaborate closely with staff across the state while also taking initiative to manage responsibilities with minimal supervision.