SAR Administrative Assistant

State of Montana; Bozeman (MT); On-site; USD 31,000 - 38,000; Full time

Job summary

State of Montana’s Gallatin County Sheriff’s Office is seeking an Administrative Specialist to support the Search and Rescue (SAR) Division in Bozeman. You will assist the SAR Captain and Training Coordinator with administrative workflows, schedules, and office operations, including accounts payable/receivable processing and reporting.

The role requires strong MS Office and financial software skills, a professional approach to confidential information, and the ability to handle after-hours

Qualifications

• Requires knowledge of local and state statutes, rules, and procedures of county government.
• Ability to operate MS Office and financial software and SAR software.
• Excellent written and verbal communication; maintain confidentiality.

Responsibilities

• Respond to inquiries from public and volunteers and manage calendars for SAR Captain and Training Coordinator.
• Process SAR A/P and A/R documents and track funds; assist with asset forms and disposal.
• Prepare and submit reimbursements through SAR Subcommittee or other committees; help with budget planning.
• Coordinate onboarding of new volunteers; ensure background investigations are completed.
• Serve as Public Information Officer for GCSO – SAR and handle SAR social media and public reports.

Skills

Accounts Payable

Accounts Receivable

Calendar Management

Record Keeping

Communication Skills

Budgeting

Education

High school diploma

Tools

MS Office

Financial software

SAR software

Job description

Salary: $22.53 – $27.45 Hourly
Location : Sheriff- 677 Laura Louise Lane, Bozeman, MT
Job Type: Full-Time
Job Number: 00834
Department: Sheriff
Opening Date: 05/12/2026

POSITION OVERVIEW

This position is located within the Search and Rescue (SAR) Division of the Gallatin County Sheriff’s Office (GCSO). This position will provide technical and administrative support to the Search and Rescue Captain and Training Coordinator, including administrative functions and special project assistance. This will include responding to inquiries from the public and SAR volunteers, managing schedules, ordering office supplies and search and rescue supplies. Position will be responsible for GCSO – SAR accounts payable and accounts receivable processing in coordination with the GCSO Chief Financial Officer. Other duties as assigned, including some after-hours/weekend work, vehicle and equipment support, and scribe for emergency response at SAR events. The position will be supervised by the SAR Captain.

1. Responds to inquiries from public and volunteers, processing mail, modifying office procedures, maintaining calendars for SAR Captain and Training Coordinator (including training locations, inviting attendees, etc.), referring difficult or confidential matters to the appropriate staff, and other duties as assigned.
2. Processes SAR A/P and A/R documents, reviewing and paying SAR reimbursements, tracking funds from outside agencies, verifying Goods and Services are appropriately received and accounted for including supporting the Training coordinator with asset forms and disposal, ordering office and SAR supplies and equipment.
3. Reviews and submits for reimbursements through the MSPOA SAR Subcommittee or BSRAD for missions, training, and equipment.
4. Assists in estimating budget requirements in preparation of the annual budget for the SAR division. Maintains the SAR Budget worksheet externally to Munis.
5. Coordinates and attends meetings and training and acts as Record Keeper by taking notes, meeting minutes, and providing reports.
6. Assists in the planning and development of new policies and procedures, including development of new methods of operations, incorporating new technology, and new approaches to educate backcountry users.
7. Assists the Training Coordinator in ordering and presenting training materials.
8. Acts as the Public Information Officer for GCSO – SAR, including answering questions, promoting backcountry safety, educating the public and handling SAR social media in addition to assisting the SAR Captain in SAR reports to the public. Sending press releases as appropriate.
9. Prepare monthly, quarterly, and annual reports including the SAR Annual Report.
10. Responds, occasionally, to on-site SAR events in the field at the actual scene including rugged terrain events (mountains, rivers lakes, etc.). Tasks include, but are not limited to record keeping, maintaining logs in real time, taking photographs, updating social media, moving vehicles and equipment, etc. Tasks and duties will vary depending upon the SAR event.
11. Maintains an overall inventory of all SAR equipment in all locations.
12. Maintains insurance for vehicles, volunteers, SAR Dogs, SAR equipment.
13. Administers and maintains software that includes paging for deputies and volunteers, D4H data tracking, SAR Topo mapping, etc.
14. Coordinates recruitment and schedules onboarding/orientation of new volunteers.
15. Ensures proper background investigation is completed on all volunteers.
16. Maintains, on average 150 volunteer medical, background, training, and mission records.
17. Prepare report on SAR volunteers’ hours for Human Resources to pay workers’ compensation. Help prepare and answer questions about workers’ compensation claims.
18. Attends MSPOA SAR Subcommittee meetings.
19. Provides educational presentations when requested at the state level, including but not limited to, MLEA and APCO.
20. Assists the SAR Captain with the overall operations / upkeep of the SAR Building.

OTHER DUTIES AS ASSIGNED

Performs a variety of other duties assigned by the Sheriff. This includes coordinating special projects and events, system research and analysis, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery

QUALIFICATIONS

This work requires a working knowledge of local and state statutes, rules, regulations, procedures of county government and research methods and knowledge of appropriate sources of information needed to carry out administrative and program support associated with the SAR operations to support in clerical and administrative functions. This position requires you to have the skills and abilities to operate standard office equipment and software, including MS Office suite, financial software, all SAR software and manual and electronic database management methods and techniques. The ability to communicate effectively verbally and in writing is required in this position and they must be able to maintain composure in stressful situations. Position must be able to maintain the integrity of sensitive and highly confidential information; exercise courtesy and tact in receiving the public and staff, and in giving and obtaining information in person and over the phone; and establish and maintain cooperative relationships with those contacted in the course of work

EDUCATION & EXPERIENCE

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and at least three (3) years of related administrative work experience.

SUPPLEMENTAL INFORMATION

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.

HEALTH BENEFITS

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS

Optional pre-tax, out-of-pocket medical expenses & day care expenses

COUNTY PAID LIFE INSURANCE

$50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)

COUNTY PAID LONG TERM DISABLITY INSURANCE

Eligible employees only, benefit duration shortens once a specific age is reached

RETIREMENT

• County employees are covered by the Public Employee’s Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff’s Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

PAID PARENTAL LEAVE

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

SICK AND VACATION LEAVE

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee’s date of hire and can be used as soon as time is in the books.

HOLIDAYS

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS

Discounted rates are offered at participating clubs with payroll deduction.

EMPLOYEE ASSISTANCE PROGRAM

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES

• Limited 24/7 services anywhere in the world
• Will and limited legal service

TUITION ASSISTANCE

• The County offers partial reimbursement of qualifying tuition expenses

BILINGUAL PAY

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.

Skills

Accounts Payable, Accounts Receivable, Accounts Receivable Processing, Administrative Skills, Asset Disposal, Background Investigation, Behavioral Health, Budgeting, Calendar Management, Communication Skills, Compensation and Benefits, Database Administration, Emergency Response, Emergency Services, Finance Software, Government, Health Plan, High School Diploma, Human Resources, Insurance, Inventory Management, Legal, Mail Processing, Meeting Minutes, Microsoft Office, Network Support, Office Equipment, Onboarding, Operational Support, Order Supplies, Organizational Skills, Policy Development, Press Releases, Procedure Development, Project/Program Coordination, Psychiatry and Mental Health, Record Keeping, Regulations, Reporting Skills, Schedule Development, Social Media, Software Administration, State Laws and Regulations, Systems Analysis, Technical Support, Training/Teaching, Volunteer Management, Willing to Travel, Worker’s Compensation

About the Company

State of Montana