Administrative Specialist II

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Administrative Specialist II

Salary

$20.72 - $22.77 Hourly

Location

Missoula, Montana

Job Type

Regular, Full-Time

Job Number

00622

Department

Public Works & Mobility

Division

PWM-Administration

Opening Date

12/02/2025

Description

Benefits

Questions

Overview

The City of Missoula is seeking a highly organized and customer-focusedAdministrative Specialist IIto provide essential administrative and front-line support for the water utility. This position plays a key role in ensuring daily operations run smoothly by serving as a first point of contact for customers, responding to inquiries, processing payments, maintaining records, and preparing a variety of written and digital materials. The Administrative Specialist II works in a fast-paced environment where accuracy, professionalism, and attention to detail are critical to success.

The ideal candidate will be a dependable multitasker with strong communication skills, a high level of integrity, and the ability to manage shifting priorities with efficiency. This role requires proficiency with office technology, databases, and Microsoft 365, as well as the ability to maintain confidential information and support basic financial and budgeting processes. If you enjoy providing excellent customer service, staying organized, and contributing to a collaborative team, we invite you to apply.

To Apply: All applicants must submit the City of Missoula application AND Cover Letter explaining your interest in this position and detailing how your experience and education meet the qualifications.

Failure to attach the cover letter will result in your application being incomplete, and therefore, not reviewed by the hiring manager.

Resumes will not be reviewed. All details should be entered on the application.

Priority screening of applications will begin on Wednesday, December 17, 2025. It is in your best interest to apply before this date. Applicants applying on or after this date will only be considered if a competitive applicant pool is not received.

Starting Pay:

New hires start within our entry-to-market range, depending on experience and qualifications.

The starting range for the position is $20.72 - $22.77/hour and will increase each year for longevity and cost of living adjustments.

Full Pay Range:

Each position also has a full wage range that reflects potential growth over time, including annual increases for longevity and cost-of-living.

The full range for the position is $20.72 - $24.14/hour.

Essential Functions

Perform customer service functions such as greeting patrons, providing general information and direction to inquiries regarding policies and services, receiving and securing payments, etc.

Provide routine administrative support through answering phones, distributing mail, ordering office supplies, scheduling appointments, making copies, etc.

Maintain, and prepare files, records, databases, policy manuals, correspondence, and other documents.

Process time sheets for department staff.

Prepare, format, and distribute written materials, including memoranda, correspondence, brochures, etc.; design forms; compile statistical data into reports.

Perform data entry from various sources into department specific databases and web-based applications.

Process purchase orders and payments, including coding and tracking invoices; prepare periodic budget status reports; assist in annual budget preparation.

Assist with directing administrative support work of part-time, temporary, or volunteer employees.

Maintain office and other departmental cleaning procedures.

Perform other duties, as assigned.

Knowledge, Skills and Abilities

Knowledge of general office principles, procedures, and practices, including data entry, record management, generating reports, and the ability to maintain confidentiality of information.

Skill in operating office equipment, using various computer software and databases, including Microsoft 365, and the ability to learn job-specific applications and equipment.

Skill in communicating, in person and writing, with the proven ability to establish and maintain effective working relationship with diverse individuals.

Skill in managing multiple projects with keen detail and accuracy, and the ability to prioritize tasks with shifting priorities and timeline demands.

Skill in multitasking in a fast-paced environment, while providing effective customer service.

Ability to problem-solve and resolve conflicts with facilitating outcomes while maintaining a calm demeanor.

Ability to learn City and departmental policies, procedures, and practices.

Ability to maintain and exhibit integrity and discretion in handling the confidential and sensitive information.

Qualifications and Additional Application Materials

Any combination of education and experience equivalent to two (2) years of administrative support experience.

The City of Missoula does not sponsor employment visas (e.g., F-1, H-1B, TM). Applicants must be authorized to work in the United States on a full-time basis at the time of application.

This summary outlines the benefit programs; actual benefits may vary depending on bargaining unit and employment status.

The City of Missoula will reward your contributions to our community with competitive compensation and generous benefits, including but not limited to:

Market-Competitive Salary

Work/life balance, including the possibility of flexible schedules and remote work opportunities

$0 premium for health and dental coverage for employees and affordable premiums for family coverage

$10,000 Employer-sponsored Accidental Death and Dismemberment Life Insurance Policy

Options for supplemental life, disability, critical illness, and accident

Constitutionally guaranteed retirement plan (http://mpera.mt.gov/) with the City contributing 8.77% of salary on your behalf and the ability to contribute to a supplemental deferred compensation program

Generous paid vacation, sick leave, and holidays

Pre-tax flexible spending accounts

The City of Missoula may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Look here (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) to learn more and understand whether you may be eligible.

Additional benefits package information is available here (https://www.ci.missoula.mt.us/DocumentCenter/View/53956/Benefits-at-a-Glance?bidId=) .

Did you attach your cover letter to complete your application?

Yes

Required Question

Employer

City of Missoula

Address

435 Ryman Street

Human Resources

Missoula, Montana, 59802

Phone

406-552-6130

Website

https://www.ci.missoula.mt.us/

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Administrative Specialist II