Administrative Support II - Solid Waste

City of Billings; Billings (MT); On-site; USD 48,000 - 64,000; Full time

Job summary

The City of Billings Solid Waste Division is seeking an Administrative Support II to provide administrative support. The role supports daily office operations, filing, correspondences, and meeting logistics within a municipal division.

Typical duties include handling inquiries, processing invoices, maintaining records, and assisting with reports and payroll-related tasks. This on-site position follows a standard Monday–Friday schedule and participates in division-wide activities.

Qualifications

• High school diploma or equivalent is required.
• 3+ years of combined education and experience, or equivalent.
• Strong interpersonal skills and proficiency with Microsoft Office applications are required.

Responsibilities

• Serves as primary contact for the Division and greets visitors or answers calls.
• Assists the public with administrative requests and explains policies and procedures.
• Manages Division mail and prepares correspondence as needed.
• Provides clerical support to the Division Superintendent, Supervisors, and staff.
• Maintains files and enforces retention policies and security access.

Skills

Strong interpersonal skills

Proficiency with personal computers

Microsoft Office proficiency

Education

High school diploma or equivalent

3+ years of combined education and experience

Tools

Microsoft Office

Job description

The City of Billings Solid Waste Division is seeking an Administrative Support II person to provide administrative support.

Salary Range: $23.1020 - $30.9925 per hour. Salary reflects Step 1 and Step 7 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.

Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.

Essential Duties And Responsibilities

• Serves as primary contact person for the Division, answers and screens calls or greets walk-in visitors and either answers questions, explains policy or procedures, or refers non-administrative calls or requests for assistance to the proper person.
• Assists the public with administrative requests for information where the information is public in nature or access is authorized, providing explanations of policy and procedure.
• Receives and distributes Division mail and prepares and posts Division correspondence as needed or directed.
• Assists the Division Superintendent, Supervisors, and staff with any administrative or clerical tasks upon request or as directed.
• Provides file maintenance by ensuring proper placement, storage, retention and destruction following all adopted retention policies, controls access to files according to security and permissions, provides copies upon request as allowed, charging copy fees when appropriate.
• Schedules meetings and associated resources such as room and equipment as needed.
• Develops or prepares documents as needed or directed, including meeting minutes and memos using a variety of software applications.
• Composes or transcribes materials from written notes, documents, audio or video and enters data into computer programs or databases.
• Proofreads materials prepared by self and others to produce professional results.
• Manages the payable functions for the Solid Waste Division, including processing invoices, p-cards, and purchase orders, enters appropriate codes and processes for payment.
• Orders Division office supplies to maintain a working inventory, coordinates office machine maintenance, following all adopted purchasing policies.
• Processes paperwork for Bid/RFP, purchase orders, service agreements, Council memos, legal notices, job postings, personnel requisitions and other Division needs as appropriate, and will follow all associated adopted policies and procedures.
• Receives supplies and services, matches invoices to purchase orders as needed and ensures terms of contracts are met.
• Enters timesheets into the payroll system, verifies payroll, and maintains fringe benefit information.
• Will complete and submit required reporting and applications to regulatory authorities, such as used oil, out of state waste, and other landfill materials
• Will track applications, renewals and fees for all required licenses, including underground storage tanks, medical waste, and scales with the appropriate regulatory agencies.
• Will track employee clothing and boot allowance and purchases.
• Will track employee DOT/ CDL renewals and assist with scheduling any associated appointments or other needs.
• Uses specialty software to create and track work orders related to operations, support route operations and other tasks as needed.
• Performs complex research and develops reports in support of department operations.
• As requested by department staff, researches files or public sources of information to gather data requested.
• Prepares tables, lists, spreadsheets, databases, reports or other documents in support of department activities.
• Prepare reports and presentations as needed for Division or other Departments.
• Serve as Division security by controlling access to internal Division work areas
• Assist management in ensuring adequate training and oversite of work is provided to all staff.
• May provide training for temporary office staff.
• May participate in committees with other City Departments.
• Work with other Departments or Divisions as needed to complete job duties or to support operations, such as Code Enforcement and Environmental Services.
• Performs all other duties as assigned.

Required Qualifications And Skills

• High school diploma or equivalent.
• Three (3) or more years of combined education and experience, or equivalent
• Must have strong interpersonal skills, the ability to operate personal computers and proficiency with Microsoft Office applications, or equivalent

Preferred Qualifications And Skills

• Experience with city government and knowledge of department or function operations

Equal Opportunity Employer.