Administrative Support II - Public Works

CITY OF BILLINGS • Billings, MT • 10h ago

The City of Billings is seeking a candidate for Administrative Support II to provide administrative support to the Public Works Department. Position will provide primary support to the Street/Traffic Division and back up all other divisions.
Salary Range: $22.3208 - $28.5267 per hour. Salary reflects Step 1 and Step 6 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.
Work Schedule: Monday through Friday, 7:30 a.m. to 4:30 p.m.
Essential Duties and Responsibilities:
Serve as primary contact person for the Division, answer and screen calls or greet walk-in visitors.
Assist the public with administrative requests for information where the information is public in nature or access is authorized, providing explanations of policy and procedure.
Receive and distribute mail and prepare and post correspondence as needed or directed.
Assist Superintendents, Supervisors, and staff with any administrative or clerical tasks upon request or as directed.
Provide file maintenance by ensuring proper placement, storage, retention and destruction.
Follow all adopted retention policies, control access to files according to security and permissions, provide copies upon request as allowed, charging copy fees when appropriate.
Schedule meetings and associated resources such as room and equipment as needed.
Develop or prepare documents as needed or directed, including meeting minutes and memos using a variety of software applications.
Compose or transcribe materials from written notes, documents, audio or video and enter data into computer programs or databases.
Proofread materials to produce professional results.
Manage the payable functions for the Street/Traffic Division, including processing invoices, p-cards, and purchase orders, entering appropriate codes and process for payment.
Order Division office supplies to maintain a working inventory and coordinate office machine maintenance.
Process paperwork for Bid/RFP, purchase orders, service agreements, Council memos, legal notices, job postings, personnel requisitions and other Division needs as appropriate.
Receive supplies and services, match invoices to purchase orders as needed and ensure terms of contracts are met.
Enter timesheets into the payroll system, verify payroll, and maintain fringe benefit information.
Track employee clothing and boot allowance and purchases.
Track employee DOT/ CDL renewals and assist with scheduling any associated appointments or other needs.
Use specialty software to create and track work orders related to operations, support route operations and other tasks as needed.
Perform complex research and develop reports in support of department operations.
Research files or public sources of information to gather data requested.
Prepare tables, lists, spreadsheets, databases, reports or other documents in support of department activities.
Prepare reports and presentations as needed for Division or other Departments.
Serve as Division security by controlling access to internal Division work areas.
Assist management in ensuring adequate training and oversite of work is provided to all staff.
May provide training for temporary office staff.
May participate in committees with other City Departments.
Work with other Departments or Divisions as needed to complete job duties or to support operations.
Performs all other duties as assigned.
Required Qualifications and Skills:
High school diploma or equivalent.
Three (3) or more years of combined education and experience, or equivalent.
Must have strong interpersonal skills, the ability to operate personal computers and proficiency with Microsoft Office applications, or equivalent.
Preferred Qualifications and Skills
Experience with city government and knowledge of department or function operations.
Equal Opportunity Employer.

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