ADMINISTRATIVE ASSISTANT II

Helena, City of (MT); Helena (MT); On-site; USD 42,000 - 60,000; Full time

Job summary

Helena, City of (MT) seeks an Administrative Assistant II to power two city teams: Fleet Maintenance and Roadway Code Enforcement. You will manage fleet assets, coordinate repairs, and handle purchase/work orders while serving as a public ambassador for city code and sidewalk safety.

The role emphasizes multitasking, organization, and professional interaction with staff, vendors, and residents to keep city operations moving smoothly and neighborhoods thriving.

Qualifications

• Modern office procedures and software (Word, Excel, PowerPoint, Access).
• Strong verbal and written communication abilities.
• Ability to multitask and prioritize in a fast-paced environment.
• Detail-oriented with excellent organizational skills.

Responsibilities

• Perform administrative work including reports, letters, and meeting minutes with accuracy.
• Maintain forms, records, timecards, and calendars; manage schedules and notices.
• Assist with budgeting, purchasing, and payroll-related records and processes.

Skills

Office software

Communication skills

Multitasking

Attention to detail

Time management

Education

High school diploma or equivalent

Tools

Fleet management system

Work order system

Job description

Keep our city moving and our neighborhoods thriving! As an Administrative Assistant II, you will be the organizational engine powering two critical city teams: Fleet Maintenance and Roadway Code Enforcement.

In this dynamic role, you will shift gears between managing vital fleet assets, coordinating vehicle repairs, and streamline purchase and work orders to keep our operations running smoothly. Off the shop floor, you will serve as a key public ambassador, helping residents navigate City Code, sidewalk safety, and community roadway concerns.

We are looking for a detail-oriented multitasker with top-tier organizational skills and a professional attitude who is ready to connect everyday with city staff, vendors, and local citizens to make a real impact on our city.

Duty 1: Administrative Responsibilities (60%)

• Perform responsible administrative work with accuracy and speed in support of the assigned office; type and proofread a wide variety of reports, agreements, letters, and memoranda from rough draft, verbal instructions, or transcribing machine recordings using various software applications; may compose routine letters and reports as assigned. Attend meetings and prepare meeting minutes.
• Develop and maintain forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department/divisional information. Prepare, verify, and review forms and reports for completeness and conformance with established regulations, policies, and procedures; complete a variety of forms; verify and record timecards for assigned staff including to ensure coding, shift differential, overtime, call back, and related items are correct and applied to proper accounts; review and post leave usage.
• Maintain accurate and detailed calendar of services, due dates, and schedules as they relate to assigned areas. Arrange/verify and schedule work performed by the divisions; notify divisions ;to confirm dates and times.
• Identify property ownership, prepare notification regarding initial violation and subsequent noncompliance notifications. Assit with preparation of contracts, tracking compliance progress, assisting with the sidewalk replacement program, managing the sidewalk slip trip and fall program. Track all documents related to enforcement activities. Assist with the identifcation and application of grant opportunities applicable to the divisional programs.

Duty 2: Customer Service (20%)

• Receive calls and visitors; respond to general complaints and requests for information from the public; interpret basic services, policies, rules, and regulations in response to inquiries and complaints; assist in the resolution of concerns and complaints; refer inquiries to appropriate staff; route calls and take messages as appropriate.
• Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed. Monitor special projects, assignments, and activities for assigned unit, program, or department. Prepare summaries and reports as assigned. Participate in maintaining supply levels; order, store, and issue supplies and materials pertinent to the functions of assigned operational unit. Prepare packets of information and data-gathering materials for assigned area; duplicate, collate, and distribute materials.
• Operate modern office machines and equipment including word processors, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.

Duty 3: Budget / Payroll (20%)

• Aid in the preparation and administration of the assigned division's budget; assist in monitoring expenditures. Maintain a complete set of record keeping and filing systems including financial and operational logs, calendars, chronological records, forms, and reports to ensure accuracy and easy retrieval of information; maintain and update resource materials, reference materials, and manuals; maintain mailing lists.
• Maintain financial records including preparing and securing purchase orders, process invoices, monitoring account balances, and performing account transfers.
• Maintains and processes payroll time sheets, sick and annual leave documents, travel reimbursements and/or employment status documents for department.

Essential Knowledge, Skills and Abilities Related to this Position:

• Modern office procedures, methods, equipment and software such as Word, Excel, Access, PowerPoint and other relevant software.
• Familiarity with fleet management or work order systems preferred
• Strong verbal and written communication skills.
• Ability to multitask and prioritize work in a fast-paced environment.
• Detail-oriented with excellent organizational skills.

Skill or ability to:

• Enter data accurately; and ability to communicate clearly and concisely, both orally and in writing.
• Operate modern office equipment including computer equipment.
• Establish and maintain positive working relationships with those contacted in the course of work, often under difficult circumstances; work cooperatively and politely with other departments, City officials, internal members, vendors and the public.
• Ability to understand and execute complex policies/procedures and oral/written instructions.
• Ability to work independently and exercise discretion in absence of specific instructions or supervision.
• Research, collect, compile, and analyze information and data.
• Perform accurate mathematical computations.
• Compile and tabulate data and information and prepare summaries and reports. Prepare and maintain technical records and prepare reports
• Prepare complete and accurate maps

Physical Demands:

Ability to work in a standard office environment with ability to travel to different locations. Ability to sit, stand, and work at a computer for extended periods. The incumbent may be exposed to electrical and chemical hazards. The position may, at times work in a dusty, dirty, and unpleasant smelling environment.

Work Environment:

Primarily office-based within or near a fleet maintenance facility. May involve occasional exposure to noise, odors, and mechanical equipment. May at times be needed to inspect sites for completion of required projects.

Safety

Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.

Minimum Qualifications (Education, Experience and Training):

High school diploma or equivalent required. Two (2) years of responsible administrative experience is required Experience in fleet, automotive, or maintenance environments is a plus. Other relevant combinations of education and work experience may be evaluated on an individual basis.

License or Certificate:

Must possess a valid driver’s license with acceptable driving record at the time of hire and have the ability to obtain a valid MT driver’s license within six months of hire.