Administrative Assistant II - Bozeman Fire Department

The City of Bozeman is now accepting applications for an Administrative Assistant II to support the Bozeman Fire Department. This position will play a vital role in ensuring the smooth operation of daily administrative functions while supporting the firefighters and leadership who keep our community safe.

This is your opportunity to make a meaningful difference in your community by joining the City of  Bozeman! You will be part of a passionate team driving positive change while enjoying a fantastic benefits package. Full-time City of Bozeman employees receive top-tier benefits including 15 vacation days, 12 sick days, 12 holidays, 8 weeks of paid parental leave, bilingual pay, excellent retirement options, comprehensive health, dental, and vision plans, discounted ski tickets and gym memberships, and much more!

• Performs a variety of complex clerical and confidential administrative support duties for a assigned personnel which may include supervision over related support personnel;
• Schedules appointments, organizes meetings and conferences, and screens  visitors, callers,  faxes, mail, and/or messages as required;
• Supervises and/or plans and directs the work of full or part-time staff, including instructing staff in work procedures and providing input into hiring, work evaluation, and disciplinary procedures;
• Provides effective professional liaison between the office of the Department/Division  head and citizens, the news media, and professionals from other related agencies and businesses;  
• Oversees specific projects or programs to ensure that all work is completed in a timely and efficient manner and all project goals are met;  
• Performs a variety of technical information dissemination services for employees and visitors;
• Answers multi-line phone system, and/or radio communications, receives and greets visitors, refers callers and visitors to appropriate departments or City personnel, or answers citizen's questions requiring detailed programmatic knowledge of assigned operations;
• Compiles and archives key information on Department and/or City operations as necessary;
• Gathers, assembles, updates, and/or files a variety of information, forms, records, and data as requested using traditional filing systems or databases as necessary;
• Prepares correspondence, reports, lists, and other documents as instructed or requested by designated office personnel;
• Interprets and applies departmental or office rules, policies, and regulations in accordance with prescribed procedures and guidelines;
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondence and reports as required;
• Composes correspondence for designated personnel as requested;
• Enters departmental invoices; Collects information used in budget compilation;
• Prepares special reports as requested;
• Copies, packages, and distributes a variety of written materials as requested by other designated personnel;
• Monitors and schedules building maintenance and reports necessary repairs
• Researches and compiles a variety of information materials from outside sources, summarizes the information, and prepares related reports accordingly;
• Balances, records, and deposits collected revenues;
• Provides administrative support to assigned personnel in relation to technical program requirements and prepares specialized reports as required; 
• Receives cash for designated items, makes appropriate change, and reconciles cash drawers in an accurate and timely manner; 
• Records and processes time sheets;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions;
• Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Attends meetings, conferences, workshops, and training sessions and reviews publications and audio-visual materials to become and remain current on principles, practices, and new developments in assigned work areas;
• Responds to citizens' questions and comments in a courteous and timely manner;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Performs other duties consistent with the role and function of the classification.

• Associate's Degree in Accounting, Business Administration, or a closely related field; and
• Some (1-3 years) technical secretarial experience; or
• Any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

• Thorough  knowledge of modern office procedures, practices and equipment;
• Thorough  knowledge of modern office filing systems and procedures;
• Thorough  knowledge of modern standard bookkeeping principles, practices and procedures;
• Some knowledge of or ability to quickly learn the overall functions, duties and responsibilities of assigned Departments/divisions; 
• Some knowledge of or ability to quickly learn current practices and procedures involved in City service delivery;
• Ability to quickly learn the City's Municipal Codes, Safety Guidelines, and the American Disabilities Act laws; 
• Ability to deal with a wide range of persons, including situations in which individuals may be upset over some issue involving City activities or policies;   
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Ability to understand and follow oral and/or written policies, procedures, and instructions;
• Ability to prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed in a fast paced environment under the pressure of time-sensitive deadlines;  
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology; 
• Ingenuity and inventiveness in the performance of assigned tasks;
• Consistently performs assignments in accordance with the City's Core Values of Integrity, Leadership, Service and Teamwork.

• May be required to possess a valid Driver's License and, if so, must obtain valid Montana Class D Driver's License within 60 days of employment;
• Offers for employment are conditional upon satisfactory response to post conditional offer process.

Salary : $25 - $27