Administrative Assistant

State of Montana•Helena, MT

2d•Onsite

About The Position

This position serves in the Administration Section at the Montana Board of Crime Control. The Administrative Assistant provides high-level comprehensive administrative support for the section, Montana Board of Crime Control, and Youth Justice Advisory Council. This position is responsible for coordinating and managing schedules, administrative support for meetings, drafting reports, memos, meeting minutes, and other written communication and correspondence. The position provides a range of administrative support services to facilitate operations and activities of Crime Control staff, Board and Council members including but not limited to travel arrangements, event coordination, development/updating forms and templates, data/records management, and supply and equipment inventories. This includes assisting in diverse administrative operations, modifying workflow processes, and resolving day-to-day operational needs. This position serves as the primary point of contact for internal and external inquiries including day-to-day communications of agency phone calls and emails, greeting and directing visitors to the appropriate person according to their needs. This position provides essential administrative support to ensure the effective, efficient, and professional operation of the organization.

Requirements

High School diploma
Two years’ office administration experience
Knowledge of office management practices and procedures
Knowledge of confidentiality procedures
Working knowledge of Microsoft Office software
Knowledge of effective customer service methods and techniques
Knowledge of data and records management
Ability to draft professional and technical written communications and correspondence to include formal reports, letters, and memos
Ability to use and manage virtual meeting platforms to conduct meetings in accordance with open meetings laws
Ability to support day-to-day office operations with accuracy, professionalism, and confidentiality
Demonstrates strong attention to detail and excellent organizational skills
Handles confidential information with discretion
Provide exceptional customer service
Enjoy working in a team environment
Build trust and credibility in constructing effective working relationships with a variety of individuals
Manage varying deadlines and multiple projects; responding positively to changes in direction, priorities, responsibilities or assignment
Keep large projects, involving multiple parties, moving forward and delivered on time
Provide guidance and instructions to other agency staff
Organize a dynamic workload and meet established deadlines

Nice To Haves

Successful administrative support for boards, councils, and committees

Responsibilities

Coordinating and managing schedules
Providing administrative support for meetings
Drafting reports, memos, meeting minutes, and other written communication and correspondence
Coordinating travel arrangements
Event coordination
Development/updating forms and templates
Data/records management
Supply and equipment inventories
Assisting in diverse administrative operations
Modifying workflow processes
Resolving day-to-day operational needs
Serving as the primary point of contact for internal and external inquiries
Handling day-to-day communications of agency phone calls and emails
Greeting and directing visitors to the appropriate person according to their needs