Executive Assistant to County Board & CAO

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

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