Administrative Assistant

Dj; Missoula (MT); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid time off

Professional licensure reimbursement

Job summary

DJ&A in Missoula, MT is seeking a full-time entry-level Administrative Assistant to join our busy office. You will provide essential administrative support to our team, greet clients, handle documents, scheduling, and general office duties.

Ideal candidates have a high school diploma, strong communication skills, and the ability to work under tight deadlines in a collaborative environment. We offer a competitive hourly wage, benefits, and opportunities to grow with a national firm.

Qualifications

• High school diploma or equivalent. College degree or job-related certifications are a plus.

Responsibilities

• Greet clients and visitors in person or by phone.
• Prepare electronic documents, print, copy, bind, ship, scan, and file.
• Process mail and packages and manage distribution.
• Coordinate renewals for insurance and licenses.
• Maintain state registrations and annual reports.
• Update company profiles in client databases and compliance systems.
• Manage calendars and schedule meetings.
• Help staff with meeting materials and presentations.

Skills

MS Office

Microsoft Teams

Notary Public (MT)

Adobe software

Confidentiality

Communication

Planning & Organization

Education

High school diploma or equivalent

College degree or certifications (a plus)

Tools

MS Office

Microsoft Teams

Adobe Software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Assistant

Full Time Missoula, MT, US

5 days ago Requisition ID: 1083

Salary Range: $20.00 To $25.00 Hourly

About DJ&A

DJ&A is a multidisciplinary consulting firm that delivers a wide variety of professional services to clients across the nation. Specializing in Transportation Design, Survey & Mapping, Sustainability, Site Development and Utilities, Construction Inspection/Management, Geospatial Solutions, Terrestrial LiDAR, 3D Scanning, Structural Design, Project Management, Community Involvement, Right of Way, and Environmental Compliance, we perform work in some of the most beautiful locations; National Forests, National Parks and Monuments, campgrounds and other recreational facilities, and other federal lands throughout the United States. DJ&A’s unique and interesting projects create well-rounded employees, promote career development, and provide opportunities to visit these beautiful locales!

Founded in 1973 by two former U.S. Forest Service employees who saw a need for a company that uniquely understood Forest Service projects, DJ&A has continued to grow and expand over the last 49 years by embracing the values of our founders. Today, we have a team of 160+ skilled professionals spanning across offices in Missoula, MT (headquarters); Bozeman, MT; Vancouver, WA; Denver, CO; Albuquerque, NM; and Reno, NV.

Job Summary

Are you ready to embark on a journey with DJ&A? We’re on the lookout for a full-time entry-level Administrative Assistant to join our bustling team. You’ll be at the heart of our operations, providing essential administrative support to our friendly crew based in Missoula and beyond. If you thrive in a supportive and fast-paced environment and are eager to be the welcoming face of DJ&A, this could be the perfect fit for you!

Primary Duties and Responsibilities

Office Administration

• Welcome clients and visitors with a smile, whether in person or over the phone.
• Support employees by preparing electronic documents, printing, copying, binding, shipping, scanning, and filing.
• Process incoming and outgoing mail and packages.
• Coordinate insurance renewals and insurance certificates.
• Renew state registrations, business licenses, and annual reports for the company.
• Renew professional licenses for employees.
• Maintain and renew company vehicle registrations.
• Update company profiles and statistics as required in government databases and other client compliance requirements.
• Plan and coordinate fun events such as our annual holiday party, summer picnic, and weekly BBQs.
• Occasionally prepare travel and lodging arrangements.
• Track and order office supplies and use a company vehicle to run errands as needed.
• Coordinate building and grounds cleaning, maintenance, landscaping, and snow removal with vendors..
• Maintain office Outlook calendar for PTO, meetings, birthdays, conference room, and company vehicle reservations.
• Assist project managers with administrative support when needed.
• Prepare for monthly staff meetings, client meetings, and other meetings as needed.
• Record and distribute meeting notes.
• Prepare posters, marketing materials, and presentations as needed.
• Performs other duties as assigned.

Required Skills and Abilities:

• Proficient in MS Office and familiar with Microsoft Teams.
• Familiarity with Adobe software is a plus.
• Notary Public in the State of MT is a plus.
• Excellentwrittenandverbalcommunicationskills.
• Excellentplanning,organizational,multi-tasking, and problem-solving skills.
• Independent,self-motivated,results-oriented,anddynamic.
• The abilitytoworkundertightdeadlinesandwithgeographicallydispersedteams.
• A proactive and adaptable attitude, ready to tackle any challenge.
• The ability to maintain confidentiality with sensitive information.

Education and Experience:

• High school diploma or equivalent. College degree or job-related certifications are a plus.
• Office administration experience is preferred.
• Accounting, human resources, and project management support experience is a plus.

Physical Requirement:

• Prolonged periods sitting at a desk and working at a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to drive a company vehicle.

Wage and Benefits

• Wage commensurate with qualifications and experience.
• Medical, dental, and vision benefits (High-deductible health plan monthly medical premiums fully paid).
• Long-term disability and life insurance.
• Health Savings Account (HSA) or Flexible Spending Account (FSA) with annual company contribution.
• Roth and 401(k) retirement accounts.
• Profit sharing and bonus plan.
• Paid time off and holidays.
• Professional licensure reimbursement.
• Opportunity to participate in various committees throughout the company, such as our Internship Committee, Employee Experience Committee, etc.
• Friendly, supportive, knowledgeable staff and culture!

DJ&A is proud to be an Equal Employment Opportunity (EEO) employer.

DJ&A is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at [e-mail] .