Administrative Assistant - Sanitarian/Solid Waste

Madison, County of•Virginia City, MT

31d•Onsite

About The Position

This position is responsible for providing clerical support and coordinating responsibilities with the Madison County Sanitarian and Solid Waste Departments. The role involves composing, typing, and transcribing various documents, processing mail, maintaining filing systems, and managing inventory. The Administrative Assistant will answer telephone inquiries, schedule appointments, act as an intermediary, and prepare expense and claim forms. A key aspect of the role is the ability to prioritize work schedules effectively.

Requirements

Graduation from high school or equivalent.
Formal coursework in secretarial skills.
Three or more years of general clerical work experience, including experience in a diverse office environment.
Working knowledge of QuickBooks.
Working knowledge of Excel.
Working knowledge of Microsoft Office.
Working knowledge of Black Mountain.
Working knowledge of Montana Cadastral.
People oriented.
Able to communicate effectively over the telephone and in person.

Responsibilities

Perform routine clerical work, including screening correspondence and telephone calls.
Greet visitors and provide necessary forms and applications.
Process incoming and outgoing mail and emails, referring matters not needing personal attention to appropriate staff.
Track progress to ensure timely replies from supervisors or staff.
Answer a variety of routine and semi-technical questions related to the department's organization, functions, procedures, regulations, and programs.
Compose letters, memoranda, correspondence, summaries, resolutions, or notices from general instructions or in accordance with regulatory guidelines.
Type and distribute materials according to subject matter or routing and mailing procedures.
Prepare DPHHS inspection forms for the Sanitarian.
Forward new applications along with proper fees to DPHHS.
Track Subdivision, Rewrite, and Removal of Sanitary Restrictions applications.
Regularly provide information to the DOR regarding septic permits.
Perform clerical functions related to updating regulatory manuals and resource binders, requisitioning supplies and equipment, and maintenance.
Maintain calendars with payroll due dates and deadlines for claims to be paid.
Confirm or reschedule appointments and notify appropriate persons.
Set up and maintain files for Septic, Water and Sewer Districts, Public Water Supply, DPHHS, Petroleum Releases, Department of Revenue Alcohol License inquiries, Underground Storage Tanks, Licensed Installers, Septage site applications, Pumper Licenses, and MOU’s with neighboring counties.
Maintain files according to the Montana State Records Management System.
Collect and process fees for Septic applications.
Prepare yearly renewals for licensed County Septic Installers, including issuing licenses, collecting fees, and maintaining the database.
Process Solid Waste fee refund requests at the direction of the Sanitarian and Solid Waste Board and coordinate information with the Department of Revenue.
Dispatch the container rental system, collect applications, track, bill, and collect fees for their use.
Maintain files on tonnage from transfer sites, compare weights and dates, and submit claims.
Tally weights and trips, create invoices, and submit claims for solid waste transport.
Maintain information on County transfer stations, including leases and site conditions.
Maintain records of recycling loads, including dates, weights, and income.
Collect information on landowner fees annually and submit invoices.
Act as secretary to the Solid Waste & Recycling Board, including scheduling, preparing agendas, attending and taking minutes, and distributing minutes.
Maintain records for tonnage at Class III Landfills, including billing for materials.
Set up and maintain files for Construction & Demolition Permits, Container Rentals, Equipment, and Recycling.
Provide yearly updates to the DOR for newly added Solid Waste Fees.
Process Solid Waste tax refund requests at the direction of the Sanitarian and Solid Waste Board and coordinate information with the Department of Revenue.
Apply for and carry out Junk Vehicle Grant, including budget, record maintenance, expenditures, hours of labor, and vehicle information, and report to the Montana DEQ Junk Vehicle Division.
Forward Junk Vehicle paperwork to the public and dispatch junk vehicle pickups.
Perform other department-related duties as assigned.