Administrative Assistant

State of Montana•Helena, MT

14d•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 of office administration experience
Working knowledge of Microsoft Office software
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
Strong attention to detail
Excellent organizational skills
Ability to handle confidential information with discretion
Ability to provide exceptional customer service
Ability to enjoy working in a team environment
Ability to build trust and credibility in constructing effective working relationships with a variety of individuals
Ability to manage varying deadlines and multiple projects
Ability to respond positively to changes in direction, priorities, responsibilities or assignment
Ability to keep large projects, involving multiple parties, moving forward and delivered on time
Ability to provide guidance and instructions to other agency staff
Ability to organize a dynamic workload and meet established deadlines
Knowledge of office management practices and procedures
Knowledge of confidentiality procedures
Knowledge of effective customer service methods and techniques
Knowledge of data and records management

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
Making travel arrangements
Coordinating events
Developing/updating forms and templates
Managing data/records
Managing 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 agency phone calls and emails
Greeting and directing visitors
Ensuring the effective, efficient, and professional operation of the organization