Office Assistant III

State of Montana • Polson, MT

4d • Onsite

About The Position

This is advanced or lead office and court clerical work involving document preparation and processing, data entry and receptionist duties.
Work includes coordinating, preparing, processing, and filing office and court documents, entering and checking data, performing receptionist duties and coordinating and performing related office support duties. Work may include providing guidance, direction and work and schedule coordination to assigned office staff. This class differs from Office Assistant II class by the more advanced level work, the more limited review of work, budgetary and grant responsibilities and/or the lead worker role. Work requires the exercise of judgment in accordance with instructions, rules of court, state statutes, court and office policies and procedures. Work is reviewed in progress and upon completion for accuracy, completeness, timeliness and adherence to guidelines and requirements.

Requirements

• Graduation from an approved high school or vocational school and considerable office clerical or secretarial experience.
• Considerable knowledge of business English, arithmetic, and modern office practices, procedures, methods and equipment.
• Considerable knowledge of computerized office programs.
• Knowledge of basic bookkeeping practices and procedures.
• Knowledge of rules of court, state statutes, court and office policies and procedures and terminology of the area assigned.
• Knowledge of computerized court programs.
• Ability to prepare and maintain records, assemble and organize data, and prepare documents from such records.
• Ability to make arithmetic computations and tabulations accurately.
• Ability to account for and handle money including cash.
• Ability to understand and follow complex oral and written instructions.
• Ability to communicate ideas clearly and concisely, both orally and in writing, with a diverse group of people.
• Ability to explain and apply laws, rules, policies and procedures.
• Ability to recognize and maintain the need for confidentiality.
• Ability to use good judgment and discretion when providing information and dealing with the public.
• Ability to establish and maintain effective working relationships with co-workers, attorneys, representatives of other agencies, the public and occasionally distraught, angry or volatile youth and adults.
• Ability to provide guidance, direction and assistance to co-workers.
• Ability to operate a personal computer, calculator and other office equipment.

Nice To Haves

• Possession of an associate’s degree from an accredited college or university in secretarial sciences, business or a related field is preferred but not required

Responsibilities

• Prepares a variety of date-sensitive court documents, forms, records, correspondence, notices, reports and other documents from notes, rough draft, oral instructions, dictation, transcription or established procedures; proofreads and makes revisions; creates and formats reports, forms and other documents; composes some correspondence independently.
• Researches, identifies, gathers, verifies and compiles information from a variety of files and internal and external sources; conducts information-gathering interviews; handles confidential information.
• Sets up, organizes, and maintains records; maintains a complex manual and electronic record, filing and statistical system; creates and maintains databases and spreadsheets; sets up, updates, consolidates and closes/seals files; may assign files; prepares and distributes case status reports; monitors status of cases; initiates or prompts for paperwork; prepares detailed statistical reports; coordinates distribution of various documents.
• Collects, organizes, verifies and enters a variety of data; researches and cross-references information; monitor status of youth/cases.
• Schedules appointments and meetings; maintains calendar; apprises supervisor and others of scheduling; coordinates, compiles, prepares and distributes necessary agendas and materials; attends meetings; takes minutes during meetings; prepares and distributes minutes; makes travel arrangements.
• Coordinates and performs receptionist duties; receives, researches and provides information in person and by telephone, mail or email; interprets and explains procedures and policies; refers more complex or sensitive inquires to the supervisor or an appropriate official; screens calls, takes complete and accurate messages.
• Receives, receipts and records payments; prepares and verifies deposits; balances and maintains account records; prepares and records disbursements; compiles information and assists in determining amounts owed; sends payment reminders notices.
• Prepares, verifies, codes, maintains and submits time and payroll records.
• Reviews, prepares and processes claims for payment; maintains budget records; monitors expenditures and budget, grant and multiple county accounts; calculates payment/reimbursement percentages and prepares invoices; prepares budget account transfer requests; assists with budget preparation.
• Sorts and distributes mail; uses postage machine; makes copies; sends faxes; orders and maintains stock of forms and office supplies; may pick up and deliver documents.
• Provides guidance, direction and workload and schedule coordination to assigned office staff; answers frequently asked questions; interviews and trains staff; assigns, prioritizes and inspects work; ensures staff are familiar with important information; participates in performance evaluations; assists with resolving problems; assumes basic supervisory duties when supervisor is absent.
• Recommends, implements and explains improvements in office policies and procedures; updates and maintains office, policy and procedure manuals and directories.
• May notarize signatures.

Benefits

• Work/life balance
• Family friendly policies
• Dedicated and caring colleagues
• Health coverage
• Retirement plans
• Paid vacation, sick leave, and Holidays (combination of up to 38 per year)
• Opportunities and room for professional growth
• Public Service Loan Forgiveness - Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED