EXECUTIVE ASSISTANT - BOCC

Lewis and Clark County; Helena (MT); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Health Coverage — two health plans (m$

Retirement plans

Paid Vacation, Sick Leave & Holidays

Life Insurance $25,000

AD&D Insurance $25,000

Wellness Screening Incentive

Gym Membership Reimbursement

Public Service Loan Forgiveness (PSLF)

Job summary

Lewis and Clark County is seeking an Executive Assistant to support the Board of County Commissioners and the Chief Administrative Officer. The role requires coordinating complex schedules, supervising an Administrative Assistant, and performing high-level administrative duties in a public sector environment.

The position follows a standard Monday–Friday schedule, 8:00 a.m. to 5:00 p.m., with duties spanning calendar management, agenda preparation, minutes, budget support, and public

Qualifications

• Graduation from high school and three (3) years related experience as an administrative assistant, administrative secretary, or similar position.
• One (1) year supervisory experience required.
• Public sector experience preferred.

Responsibilities

• Coordinates the day-to-day activities of the Board of County Commissioners, including complex schedules.
• Manages calendars and meeting invites using MS Outlook.
• Supervises and completes performance evaluations for the Administrative Assistant-BOCC/HR.
• Reviews all public meeting agenda items for proper documentation, signatures, and consistent wording.
• Responsible for timely posting of public meeting agendas and notices.
• Trains staff on public meeting agenda software and processes.
• Approves timesheets and leave requests.
• Makes recommendations for hiring, terminations, and discipline.
• Performs reception and filing duties.
• Supports and conducts the County’s mission of providing strong customer service to the citizens we serve.
• Performs research and drafts correspondence.
• Maintains Commission journals according to statutory requirements.
• Serves as point of contact for public meeting agenda software and requirements.
• Assists in the preparation of BoCC budget.
• Records and transcribes meeting minutes.
• Interprets and responds to questions regarding Commission policies, procedures, and actions.
• Maintains the public record, including formal meetings, official documents and correspondence.
• May process mail and vendor claims.
• Prepares and uploads documents to the Board of County Commissioners’ webpage.
• May coordinate citizen board appointment process.
• Serves as back-up for uploading video recordings of public meetings onto the County’s website.
• Performs support duties and clerical tasks.
• Responds to citizen and staff questions.

Job description

Brief Description

Lewis and Clark County Administration is recruiting for an Executive Assistant to join their team!

Brief Description

Under the general supervision of the Chief Administrative Officer, this position supervises an Administrative Assistant and provides administrative support to the Board of County Commissioners and the Chief Administrative Officer.

Because of the support this role provides, the position follows a standard Monday through Friday schedule from 8:00 a.m. to 5:00 p.m.

Who We Are

The Administrative and Financial Services Department is responsible for finance and budget, personnel, payroll, mail services, property management, communications, and grant activities for the County. The department supports the commission with administrative, research, policy development, and oversight activities.

Responsibilities

The CAO is responsible for supervision and day to day operations of Departments reporting to the Board of County Commissioners. The Board of County Commissioners established Goals and Objectives are:

• Develop and maintain a culture of customer service.
• Engage in effective long-range planning.
• Improve communication between departments, with community partners, and the general public.
• Efficiently and effectively manage public resources.

Requirements

The knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and three (3) years related experience as an administrative assistant, administrative secretary, or similar position and one (1) year supervisory experience required. Experience working in public sector is preferred.

Summary

Lewis and Clark County offers a competitive benefits package!

• Health Coverage – 2 Types of Health Plans which includes medical, dental, vision, and pharmacy coverage.
  • Traditional Plan - cost for employee only is $50 per month and with the Wellness incentive, the cost may be reduced to $0 per month for full-time employees.
  • High Deductible Health Plan – cost for employee is $0 per month and a additional $1200 per year to a Health Savings Account for full time employees.
• PureView Health Center – preferred clinic provider and no cost to the employee and his/her dependents
• Retirement plans
• Paid Vacation and Sick Leave and Holidays
• Employees are provided with $25,000.00 of Life Insurance and $25, 000.00 of AD&D insurance as a new employee.
• Wellness Screening Incentive
• Gym Membership Reimbursement
• Voluntary Supplemental Life Insurance
• Public Service Loan Forgiveness (PSLF)

Other Benefits

• Working in a fast-paced environment
• Cost of living increases
• Market adjustments
• Step based wage increases
• Four weeks paid parental leave

Duties and Responsibilities

• Coordinates the day-to-day activities of the Board of County Commissioners, including complex schedules;
• Manages calendars and meeting invites using MS Outlook;
• Supervises and completes performance evaluations for the Administrative Assistant-BOCC/HR;
• Reviews all public meeting agenda items for proper documentation, signatures, and consistent wording;
• Responsible for timely posting of public meeting agendas and notices;
• Trains staff on public meeting agenda software and processes;
• Approves timesheets and leave requests;
• Makes recommendations for hiring, terminations, and discipline;
• Performs reception and filing duties;
• Supports and conducts the County’s mission of providing strong customer service to the citizens we serve;
• Performs research and drafts correspondence;
• Maintains Commission journals according to statutory requirements;
• Serves as point of contact for public meeting agenda software and requirements;
• Assists in the preparation of BoCC budget;
• Records and transcribes meeting minutes;
• Interprets and responds to questions regarding Commission policies, procedures, and actions;
• Maintains the public record, including formal meetings, official documents and correspondence;
• May process mail and vendor claims;
• Prepares and uploads documents to the Board of County Commissioners’ webpage;
• May be responsible for updating the Board of County Commissioners’ webpage;
• May coordinate citizen board appointment process;
• Serves as back-up for uploading video recordings of public meetings onto the County’s website;
• Performs support duties and clerical tasks;
• Responds to citizen and staff questions.

Examples of Knowledge

• Lewis and Clark County policies and procedures;
• Proficiency with Microsoft 365 (Word, Excel, Teams and Outlook);
• Montana Code Annotated;
• Public records requirements;
• Public notice and public meeting requirements;
• County programs and services;
• Office methods, practices, and procedures;
• Business English, composition, spelling, and grammar.

Examples Of Skills And Abilities

• Use common office machines;
• Operate computer systems and related software proficiently, including agenda software, word processing, video recording, video conferencing, and spreadsheet programs;
• Make judgements within the scope of assigned authority on all levels of office functions;
• Communicate effectively verbally and in writing;
• Transcribe minutes according to prescribed standards;
• Maintain records and drafts correspondence according to prescribed standards;
• Initiates correspondence and research with minimal supervision or direction;
• Direct public inquiries to proper personnel or offices/departments;
• Follow verbal and written instructions;
• Manage confidential information discreetly;
• Strong organizational skills and attention to detail;
• Provides high-quality customer service to County employees, Elected Officials, and members of the public;
• Establish and maintain effective working relationships with employees, supervisors, co-workers, and citizens.

Physical Demands

Duties are generally performed in an office setting where hazards and discomforts are controlled and modifiable. Position requires knowledge and use of typical office equipment including telephone, copier, printer, and personal computer. Position requires regular contact with fellow employees and citizens; ability to lift and carry computer and other media equipment; Position may require travel to other sites for meetings.

Disclaimer: Equal Opportunity Employer