Administrative Assistant - Sanitarian/Solid Waste

Madison County, MT; Virginia City (MT); On-site; USD 32,000 - 42,000; Full time

Job summary

Madison County, MT seeks an Administrative Clerk to provide clerical support to the Sanitarian and Solid Waste Departments. You will compose and transcribe letters, process mail, maintain filing systems, greet visitors, and handle expense forms.

Strong organizational skills and attention to detail are essential. Requirements include a high school diploma, secretarial coursework, and 3+ years of general clerical experience in a diverse office.

Qualifications

• Education and experience equivalent to graduation from high school.
• Formal coursework in secretarial skills.
• Three or more years of general clerical work experience in a diverse office.

Responsibilities

• Compose, type, and transcribe letters, forms, notices and memorandums.
• Process incoming/outgoing mail and emails; file and organize records.
• Answer telephone inquiries, schedule appointments, and assist staff as needed.
• Prepare and submit expense and claim forms for payment; handle billings.
• Maintain filing systems and calendars; track deadlines and reschedule as needed.
• Provide information on department procedures and refer inquiries appropriately.

Skills

Secretarial skills

Communication skills

Multitasking

Education

High School Diploma

Tools

QuickBooks

Excel

Microsoft Office

Job description

Work Unit Overview:

This position is responsible for providing clerical support and coordinating responsibilities with the Madison County Sanitarian and Solid Waste Departments.

Job Summary:

Composes, types, and transcribes letters, articles, forms, public notices and memorandums. Processes incoming and outgoing mail; establishes and maintains all filing systems; and inventories equipment and supplies. Answers telephone inquiries, schedules appointments and acts as an intermediary on routine matters. Responsible for preparing and submitting appropriate expense and claim forms for payment as well as any billings originating from these departments. Must have the ability to prioritize work schedule.

• Perform routine clerical work, including screening correspondence, telephone calls; greet visitors and provides necessary forms and applications; process incoming and outgoing mail and emails, refer matters not needing the personal attention of the Sanitarian to the appropriate staff personnel; track progress to insure timely reply by supervisor or staff as needed.

• Answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations, and programs of the department after determining that information may be given; answer inquiries for complaints which do not need policy interpretation or expertise.
• Compose letters, memoranda, correspondence, summaries, resolutions, or notices from general instructions or in accordance with regulatory guidelines and accepted work procedures; type and distribute materials according to subject matter or routing and mailing procedures.
• Prepare DPHHS inspection forms for the Sanitarian.
• Forward all new applications along with proper fee to DPHHS.
• Track Subdivision, Rewrite and Removal of Sanitary Restrictions applications.
• Regularly provide information to the DOR regarding septic permits.
• Perform a variety of clerical functions related to the updating of regulatory manuals and resource binders, requisition of supplies and equipment, maintenance,
• Maintain calendars with payroll due dates as well as deadlines for claims to be paid; confirm or reschedule appointments based on mutual agreement and knowledge of Supervisor’s work schedules, and notify appropriate persons and interested parties of rescheduled appointments.
• Set up and maintain files for Septic, Water and Sewer Districts, Public Water Supply, DPHHS, Petroleum Releases, Department of Revenue Alcohol License inquiries, Underground Storage Tanks, Licensed Installers, Septage site applications, Pumper Licenses, and MOU’s with the neighboring counties, in a chronological, alphabetical, or numeric file system according to the managerial requests, functional use or administrative guidelines. Maintain files according to the Montana State Records Management System.
• Collect and process fees for Septic applications.
• Prepare yearly renewals for licensed County Septic Installers, including issuing licenses, collecting fees and maintaining the data base.
• Process Solid Waste fee refund requests at the direction of Sanitarian and Solid Waste Board and coordinate information with Department of Revenue.
• Perform routine clerical work, including screening correspondence, telephone calls; greet visitors and provides necessary forms and applications; process incoming and outgoing mail and emails, refer matters not needing the personal attention of the Sanitarian to the appropriate staff personnel; track progress to insure timely reply by supervisor or staff as needed.
• Dispatch the container rental system, collect applications, track, bill and collect fees for the use of them.
• Maintain files on the tonnage from 5 transfer sites on the east side of the county taken to Logan Landfill, compare weights and dates of delivery and submit claim.
• Maintain files of tonnage from 5 transfer sites on the west side of the county taken to Beaverhead County Landfill, tally all weights and trips, create an invoice and submit claim.
• Maintain information on 10 County transfer Stations, including leases and site conditions.
• Main records of recycling loads, including dates, weights and income.
• Collect information on the Glen and Melrose landowners annually, submit invoice to Beaverhead County for Solid Waste fees.
• Act as secretary to the Solid Waste & Recycling Board, schedule and arrange for rooms and equipment, prepare and distribute agendas, attend and take minutes of meetings, accept and record evidences, distribute minutes in a timely fashion to appropriate persons, and type announcement for public release.
• Maintain records for tonnage at the Class III Landfills, including billing for materials charged for.
• Set up and maintain all files for Construction & Demolition Permits, Container Rentals, Equipment and Recycling in a chronological, alphabetical, or numeric file system according to the managerial requests, functional use or administrative guidelines. Maintain files according to the Montana State Records Management System.
• Regularly provide information to the DOR regarding Construction & Demolition permits, and provide yearly updates to the DOR for newly added Solid Waste Fees.
• Process Solid Waste tax refund requests at the direction of Sanitarian and Solid Waste Board and coordinate information with Department of Revenue.
• Apply for and carry out Junk Vehicle Grant, including budget, maintain records, expenditures, hours of labor and the information of all the vehicles collected and report to the Montana DEQ Junk Vehicle Division.
• Forward Junk Vehicle paperwork to the public and dispatch junk vehicle pickups.
• Perform other department related duties as assigned.

The job requires education and experience equivalent to graduation from high school, formal coursework in secretarial skills and three or more years of general clerical work experience which includes working in a diverse office environment. Must have working knowledge of QuickBooks, Excel and Microsoft Office, Black Mountain, Montana Cadastral and be people oriented and able to communicate effectively over the telephone and in person.This job requires knowledge of the organization, services, programs and functions of the department in order to plan, evaluate, coordinate, and perform clerical support; departmental and general clerical work practices from reference materials, procedures, guidelines, written formats and timetables to schedule events; compile, consolidate and summarize information; authorise and/or submit claims, requisitions, payroll time reports; and answer a variety of information such as, status of accounts, location of materials; English grammar, spelling, written format and punctuation. Contacts the Sanitarian in the field and coordinates appointments and inspections.