Administrative Specialist I/II

City of Whitefish•Whitefish, MT

8d•Onsite

About The Position

The City of Whitefish is actively recruiting for an Administrative Specialist I/II in our Finance department. This is a career ladder position that will allow for pay progression tied to the advancement of responsibilities and complexity of workload. Such progression is employee-led and not necessarily tied to time in the position. Most newly hired staff are hired in as an Administrative Specialist I, then progress to an Administrative Specialist II. Successful candidates will be placed appropriately within the career ladder based on their directly related experience, education, knowledge, skills and abilities related to the position. Salary Range: $21.66 - $30.97 per hour (Range 12) = Administrative Specialist I $23.86 - $34.12 per hour (Range 14) = Administrative Specialist II We welcome your inquiries and encourage you to apply! If you have a passion for serving the public sector, this may be the perfect fit for you. One of the fastest growing cities in Montana, Whitefish is consistently rated one of the best small towns in America and was named one of the top 25 ski towns in the world by National Geographic. It is located on the shores of Whitefish Lake and the base of Big Mountain – home to Whitefish Mountain Resort. Whitefish also boasts over 36 miles of natural surface single-track mountain biking and hiking trails with 10 trailheads, golfing, world class dining, two professional live theater companies, and is only thirty minutes from Glacier National Park.

Requirements

Graduation from a high school or GED equivalent with specialized course work in general office practices such as data entry, typing, filing, accounting, and bookkeeping
Two (2) years of increasingly responsible related experience (for Administrative Specialist I)
Skill in meeting and working professionally with people in a business environment.
Able to be helpful, positive, and assertive in meeting customer needs and issues; ability to communicate effectively verbally and in writing; ability to handle stressful situations including adverse or confrontational customers.
Working knowledge of computers, automated accounting systems, and electronic data processing systems; working knowledge of office practices and procedures; some knowledge of accounting principles and practices.
Skill in the operation of office machinery and equipment.
Ability to perform duties accurately.
Able to maintain strong job attendance.
Must be able to perform job duties with frequent interruptions.
Successfully complete probationary period at the Administrative Specialist I level (for Administrative Specialist II)
Actively pursuing the Certified Montana Municipal Clerk certification through the MMCT & FOA, including attending the four-year certification program courses (for Administrative Specialist II)
Five years of related public sector or private sector finance experience (for Administrative Specialist II)
Must have a work history which reflects an elevated level of performance and initiative within the workplace (for Administrative Specialist II)
Thorough knowledge of municipal fund accounting and functions of a local government (for Administrative Specialist II)
Thorough knowledge and substantially skilled in accurate billing and maintenance of accounts receivable (for Administrative Specialist II)
Able to be helpful, positive, and assertive in meeting customer needs and issues; ability to communicate effectively verbally and in writing; ability to handle stressful situations including adverse or confrontational customers and de-escalate conflict (for Administrative Specialist II)
Skill in operation of listed tools and equipment (for Administrative Specialist II)
Ability to perform duties accurately with minimal assistance from other personnel (for Administrative Specialist II)
Must be bondable.
Must possess a valid State of Montana driver’s license or the ability to obtain one within thirty days of hire date.

Nice To Haves

Any equivalent combination of related education and experience.

Responsibilities

Performs excellent customer service duties to meet community needs by answering and directing phone calls, receiving the public, providing visitor assistance, and receipting payments for licenses, fees, permits, resort tax, and utility bills.
Performs routine clerical duties, maintains various customer accounts, and completes filing and transaction processing.
Performs clerical accounting work, including daily balancing of cash drawer and preparing deposits.
Must work with City personnel, officials, and the public with a helpful, positive, professional, and diplomatic attitude.
Must be driven to provide first-class customer service and work with a high degree of accuracy.
Promotes and demonstrates the highest level of customer service and responds to citizens’ questions and comments in a courteous and timely manner.
Performs customer service duties, including answering phones, receiving the public, and providing customer assistance.
Maintains confidentiality of sensitive information including but not limited to mail, faxes, credit card information, bank accounts, resort tax receipts, payroll information, and taxpayer identification numbers.
Responsible for receipting miscellaneous payments and account receivables in person and over the phone using cash, checks, credit, and debit cards for: utilities, resort tax, business registrations, liquor licenses, building permits, special event permits and other City-wide receipts.
Facilitates departmental and State approvals for special event applications according to policies and procedures.
Responsible for preparing correspondence for businesses to obtain or renew business registrations as appropriate and refer non-compliant businesses to the City Attorney’s office as appropriate.
Responsible for processing the business registration and liquor license annual renewals and subsequent compliance.
Responsible for maintaining and providing business registration information to other departments as required.
Assists with the maintenance of records for resort tax accounts including account setup, proper calculation of tax, posting of payments to individual accounts, collection of delinquencies, and performing account corrections when necessary.
Assist department in providing resort tax account records and assists with scheduling the selected businesses for the resort tax audit.
Responsible for reconciling and balancing cash register daily.
May assist Accounts Payable Clerk and City Accountant with the daily bank deposit on occasion and when appropriate.
Responsible for collecting and distributing incoming mail and delivering outgoing mail to the post office and taking bank deposits to the bank daily.
Assists in the departmental revision and creation of processes and forms as appropriate to facilitate the City’s service to customers.
May prepare and process weekly accounts payable claims and checks and establish new vendor profiles where appropriate.
Provides assistance to customers with online leased parking system permits and payments.
Assist in maintaining the departmental website, including posting agendas and other financial documents.
Responsible for coordinating the quarterly surplus auction of obsolete City property by communicating with all departments to include listing obsolete property on the online auction website, preparing the resolution and directing customer inquiries appropriately.
Attends meetings, conferences, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas.
Responsible for ensuring immediate supervisor and designated others are accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems.
Operates listed office machines as required.
When assigned, provide backup to related positions.
Occasionally assists with clerical duties for staff of the departments of Administrative Services, Finance, Human Resources, and others as assigned and directed.
Performs other duties and responsibilities as assigned.

Benefits

Health, Dental, Orthodontic, and Vision Insurance (FY27 the City pays 81% of monthly premium, employee pays 19% of monthly premium pre-tax)
Generous employer contribution toward Health Savings Accounts (HSA) for those who choose the High Deductible Health Plan (HDHP)
Free annual biometric screening - Employee and spouse/partner can earn up to $200 incentive for participation
City Wellness Program - City pays $30 per month to employees to use toward wellness
Corporate rate membership to The Wave health club (billed to City and deducted through payroll)
Montana Public Employees Retirement System (PERS) - includes employer and employee contributions
15 days of paid vacation earned per year (starting)
12 days of paid sick leave earned per year (starting)
12.5 paid holidays per year
One paid personal day per year (8 hours)
$25,000 employer paid Life and Accidental Death & Dismemberment Life Insurance Policy for employee and $5,000 for spouse/dependents.
Voluntary life is available to employee, spouse/partner, and dependents, monthly premium paid by employee.
125 Cafeteria Plans - Optional Pre-Tax Flexible Spending Account (FSA) and Dependent Care Account (DCA)
Free Employee Assistance Program - 6 free counseling sessions per issue, per person in household
Optional Deferred Compensation Plan (457) – Pretax and Roth Available
Optional Aflac Plans including Accident, Short-Term Disability, Cancer, Hospital and Critical Illness
May be eligible for Public Service Student Loan Forgiveness under the Public Service Loan Forgiveness Plan (PSLF)
City paid continuing education, training and development (as approved by supervisor and City Manager)
FMLA - up to 12 weeks of unpaid, job-protected leave per year (rolling calendar year) available after working 1250 hours within previous 12 months and employed for 12 months for qualifying events. Accrued leave utilized concurrently.
Bereavement Leave - up to 5 paid days off for death of immediate family member
Jury & Witness Duty Leave
Military Leave
15%-20% discount on Verizon voice plans and select data plans
T-Mobile exclusive offers with Work Perks – 15% off the Go5G Plus or Go5G Next rate plans
AT&T discounts also available
Parks & Recreation After School and Summer Day Camp services provided at no cost to employees
Whitefish Workforce Assistance Program - designed to help full-time, part-time and seasonal equivalent employees to successfully live and work in the Whitefish area by providing rental assistance