Work Unit Overview: The Oil and Gas Division supports the Board of Oil and Gas Conservation whose primary responsibilities are the prevention of waste of oil and gas resources and prevention of contamination or damage to land or underground resources by drilling, production, or injection operations. Permits are issued to drill oil, gas, or Class II injection wells and monthly reports are required for each well @type that is drilled and completed. Well activities are monitored until the well is abandoned and the location reclaimed. Requirements are established by statute, rule, or board order. In addition to its regulatory responsibilities, the division is responsible for maintaining and making available well data, monthly well reports, and records of board orders or decisions. These data are compiled and made available to the regulated industry, the public, and state or federal agencies through scheduled distributions or in response to information requests. Complete well records, electrical logs, and well cuttings are maintained for public examination in the Billings office. Job Overview: This position's primary responsibilities include review of submitted applications for permits to drill, and sundry notices, monitoring applications after approval, and evaluation of completion information once a well has been drilled. Other responsibilities include accounting and purchasing for the division and provides a range of administrative support services, including reception, managing office supplies, clerical services, and other support functions. The position utilizes the division's oil and gas well and reporting database (RBDMS) and is responsible for managing entry of drilling, completion, and sundry notice data. Data entered by position is used by the public and federal or state regulatory agencies and the position also processes public information requests. Data accuracy and completeness are a necessity. The position works closely with other division and Board staff and is supervised by the division administrator. Essential Functions (Major Duties or Responsibilities): /These job functions are the essential duties of the position and are not all-inclusive of all the duties that may beassigned to the incumbent. / Administrative Support and Data Management: This position is responsible for providing a range of administrative support services to ensure the quality, availability, and efficiency of essential administrative support services provided to office and field staff. Verify database accuracy and completeness and manage archival materials including well files and report images for internal use and for use by the division or other governmental agencies and in response to either formal or informal public information requests. Serves as division receptionist by greeting visitors, answering multi-line telephones, responding directly to specific inquiries and referring unusual and program-specific inquiries to appropriate staff to ensure accurate, courteous, and efficient responses. Establishes and maintains a professional atmosphere and positive working environment for division staff, operators, and members of the public. Manage, create, and maintain archival images of monthly reports and well files or related information; review completeness of monthly report images and create necessary files; scan or capture and index new well files; organize, maintain, and make available historical image libraries including the scans of historical production reports. Monitor RBDMS data validation procedures and make necessary corrections; perform data entry for wells when existing records are determined to be incomplete or inaccurate. Monitors usage of copy machines, postage machines, microfilm machine, and other equipment to track usage, internal expenses, and external reimbursements. Collects fees and issues receipts for public use. Coordinates printing, copying, and publication production with division staff and/or vendors. The incumbent copies, collates, and binds various publications; compiles printing specifications for vendors; and monitors and proofs publication samples and processes for quality assurance. Sorts, routes, and distributes division mail to ensure timely delivery of correspondence and materials to appropriate staff. Processes mass mailings, express shipments (e.g.UPS, Federal Express, etc.), registered mailings, and other specialized delivery services for division staff. Promptly satisfy public information requests by providing digital data, images, or copies of requested information. Assist division staff in data requirements for other work processes and provide the production and injection components for broader statistical requests; assist in creation of spatial databases, custom queries and reports for Board, staff, industry, and public information needs. Permitting, Completion Reports, and Compliance-Verify, research, and analyze applications for permit to drill, completion reports, sundry notices,and supplemental information/documentation to ensure accuracy, completeness and validity of submissions by using interpretation and independent judgment within established rules and laws. Accounting and Purchasing Specialist: The position is responsible for accounts payableand purchasing for the division. Position manages expense accounts and mileage reports for all staff including field personnel. Maintains office supply and equipment inventories to identifying immediate needs and anticipating future needs (e.g., based upon specific program plans/projects). Purchase all routine items such as office supplies for the Billings Office and field inspectors who work out of their homes. Purchase all non-routine division items such as vehicles, field equipment, computers, office equipment, building and grounds equipment, etc. Identify what purchase is needed and how it has to be purchased (i.e.RFP, IFS, sole-source, bids, 3-quotes, NASPRO,eMarket, internet, ProCard, outright, etc.) Work closely with staff wanting to purchase, DNRC procurement officer, and DNR OIT staff. Research products, get quotes and bids, present options to staff wanting the purchase, fill out appropriate forms and attach documentation to make purchase and pay for purchase. Find balance between what staff desires and what state/DNRC purchasing rules and policies will allow. Make purchase or forward all required documentation to DNRC Contracting Officer or DNRC OIT staff to make purchase according to policies. Follow up on all purchases to ensure receipt of item(s). Continually research and keep abreast of purchasing policies, purchasing limits, different @types of contracts, etc. FSO Mileage Vehicle Report and FSO Fuel Card Report -Coordinate monthly with division staff to obtainmileage and non-fuel card vehicle-related purchases for the division fleet. Follow up with individual field inspectors as necessary to get additional information/documentation for the FSO report. Input monthly vehicle mileage data into FSO spreadsheet. Hearing Specialist- Performs multiple technical and administrative duties to support Board of Oil & Gas Conservation meetings and hearings. The position is responsible to perform the necessary hearing-related activities from distributing the hearing notice to maintaining and scanning the official hearing file. Maintain the mailing list of interested parties. Make copies and mail the hearing notice to the interested parties list (around 200 people). Mail acknowledgement letters to multiple recipients including applicant, applicant's attorney, protesting parties and others who have interest in docketed item. Copy the letters prior to mailing for the official hearing files. Mail order of show-cause letter via certified mail with the tracking number included on the top of the letter. Copy the letters prior to mailing for the official hearing files. Distribute and provide a link of the hearing applications and hearing notice to the Northern District office, Trust Lands division, and Bureau of Land Management. Print yearly hearing schedule and distribute in the next available hearing notice mailing. Schedule hotel reservations for out-of-town Board members once the schedule for the year is determined. Scan the permanent record hearing files. Label and scan the business meeting exhibits in the order it was discussed. Verify the exhibits are properly referenced in the minutes. E.Other Duties as Assigned -Perform a variety of other duties as assigned. This includes, but is not limited to, providing backup and coverage for otherdivisionstaff; coordinating special projects, representing the divisionat meetings and conferences, reviewing laws and rules for concurrence with application processing, performing other technical and administrative work, and attending training and continuing education as required. Supervision: It is not expected that this position will supervise staff. APPLICATION AND SELECTION PROCESS:? The DNRC may include the following factors in determining whether an applicant meets the qualifications of a position vacancy by: State of MT application form, cover letter, current resume, educational requirements, structured interview, a performance test, job-related reference checks, job-related work experience, job-related past and current performance.?? All applicants must submit the following (only electronic materials will be accepted): Resume Cover Letter HELPFUL HINT: You must check the "relevant document" box to ensure your attachments are uploading correctly to the specific application. DNRC Benefits: Paid Vacation, Sick Leave and Holidays Health, Dental, Prescription, and Vision Coverage Retirement Plans Public Service Loan Forgiveness (PSLF) - Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.? If you have any questions or would like to review the job description for this position, please email Becky Quick at Rebecca.Quick@mt.gov Minimum Qualifications (Education and Experience): /List the required education and experience required for the first day of work, including alternative methods of acquiring minimum qualifications./ High school diploma and experience equivalent to an Associate Degree in business, office administration, computers or a related field. Two years of experience with office administration, board/executive support, fiscal management, and program administration. Other combinations of education and professional experience may be considered. Oil and gas terminology and experience in the oil and gas industry preferred. Required knowledge, skills, and abilities: The position requires skill in identifying and resolving errors and discrepancies in applications; organizing and delivering reports; gathering and analyzing evidence; research methodology and tools; compliance review; and the use of office equipment and standard computer software applications. The position also requires skill in projects and activities in a technical-based work environment; work planning, scheduling, and monitoring; office management; identifying and resolving errors, omissions and discrepancies; website and database management and in operating and troubleshooting various office equipment such as photocopiers, faxes, computers, printers, scanners and phones.?? The position requires skills necessary to communicate effectively, sometimes in contentious and/or unfriendly situations. The position requires accounting and cash handling skills. The position also requires negotiation, analytical and problem-solving skills. The person in this position must also have experience with digital imaging equipment and indexing/retrieval systems.? This position requires the ability to interpret and apply relevant laws, rules, policies, and procedures to changing circumstances; establish and implement best business practices; establish and maintain effective working relationships with others; communicate effectively verbally and in writing; learn and apply the rules, regulations, policies and procedures of the oil and gas program; gather, assemble and present numerical data and narrative information for use by others; prioritize assignments and work under the stress and pressure of deadlines; organize and complete detailed work and solve practical problems in an office environment; and to define problems, collect data, establish facts, and draw valid conclusions.? Knowledge of statutes, rules, policies, and objectives of the Board of Oil and Gas and the Oil and Gas Division as well as knowledge of the regulated industry; interpreting and applying laws to drilling application and related documentation; oil and gas operations and requirements including detailed, multi-component permitting procedures and standards preferred but not required. Special Information: Candidates must be eligible to work in the United States. A valid driver's license is required with less than 12 conviction points in the most recent completed 36 months. Eligibility to Work: In accordance with the Immigration Reform and Control Act, the person selected must produce within three days of hire documents that show authorization to work in the United States. Examples of such documentation include a birth certificate or Social Security card along with a driver's license or other picture I.D., or a U.S. passport, or a "green card". The State of Montana does not Sponsor. Title: Administrative Assistant 2 Location: Billings Requisition ID: 25141760
