Job Information
State of Montana Administrative Assistant - Customer Service in Helena, Montana
/THE OUTSIDE IS IN US ALL./ Please remember to attach the required documentsCover Letter and Resumelisted in this announcement.Applications missing the requested documents will be considered incomplete and may not progress further in the process.Documents not requested will not be considered in the recruitment process. The State Application is not a substitute for a Resume.This position closes at 11:59 PM Mountain Time on April 28, 2024. You must apply through the State of Montana Career site. Special Information: Identity of applicants who become finalists may be released to the public if the Department deems it necessary. Employees who exceed 1,040 hours in a calendar year are also provided health, dental and life insurance. Other benefits include retirement, paid vacation, sick and holidays. This position may be covered by a VEBA (Voluntary EmployeeBeneficiaryAssociation). A successful applicant will be subject to a background investigation. Women and minorities are under-represented in this job category and are encouraged to apply. This position is based in Helena at the FWP Headquarters and works with the public facing portion of our community, the Helena-based divisional staff, programs, and administrative support operations bureau. The person in this position needs to be positive, resilient, organized, creative, and independent, with exceptional customer service skills. This position musthave cash handling experience. Many of the agency's programs are controversial,andtheperson inthisposition takes alotof theinitial publicenergy. They mustbeabletoaccept that, remain calm, and help the individual(s) resolve their frustration. (1)positionis open hereat the Helenaheadquarters.Mustbecomeknowledgeableabout and interactwith a variety ofprograms internally andmustbecomeknowledgeableaboutregulations, licensingspecificprocesses, cashhandling, and effectively communicate withavariety ofpublic about those programs andregulations. Typical 40-hour work week between 8amand 5pm.Throughout theyear, asneeded, therewill beoccasional afterthat will require attendance. Identity ofapplicantswhobecomefinalistsmaybereleased tothepubliciftheDepartmentdeemsitnecessary. JobDuties: The AdministrativeSupport provides fortheday-to-day complex operation of thefront deskthrough theutilizationofgeneralofficepractices andagencyknowledge withaheavilyspecific emphasis inlicensing.Theposition supports the customer service program bysellinglicenses, guidingthe publicthrough alllicensing opportunities throughout theState of Montana, aids customer service activities; follows policies, procedures, andemployee trainingmanuals; setsworkpriorities; anduses communication skills torepresent the agency. Thisposition assists theother divisions inthe administrativesupport operations bureau andlicensingbureau in the slower months. This support can look like, communications/publications, report preparation, data management, organizing/filing,and coverage on projects approved by hiringmanager.Incumbent manages allaspects of customer service includingwalk-in business, telephone inquiries, providingexcellent customer service forboth internal employees/the public. Duties are accomplished usingknowledge of administrative, organizational,licensingknowledge, governmentaccounting (Limited Solicitation) and computer technology, database management, personnelmanagement andagency policies, regulations, andlaws.Theincumbent also completes varied administrativetasks forour internal customers in support of the various programs of theAdministrativeSupport Operations Bureau as directed bythe Bureau Chief. _Physical and Environmental Demands:_ · Position demands short deadlines, involves a high volume of work and may involve dealing with the public on controversial licensing issues. · Ability to often lift and carry boxes weighing up to 45 pounds of printed materials and may be required to carry boxes up or down stairs. Standing or sitting for long periods of time may be experienced. · Ability to type accurately (typically @40 wpm). / /_Knowledge, Skills and Abilities: _ Incumbent must have knowledge of business English, including grammar, spelling, punctuation and sentence structure. Skill in use of personal computers, MS Office and ability to adapt to various proprietary computer applications. Must have excellent customer service skills and a desire to deliver such. Must have knowledge general math and reasoning skills.Progressive responsibility in public relations/office operations/administrative support. Previous customer service experience, general accounting or bookkeeping. _Minimum Qualifications (Education and Experience):_ The knowledge, skills and abilities of this position are normally attained through a combination of education and experience equivalent to a high school diploma or equivalent and one to two years of job-related work experience. Other combinations of education and experience will be considered on a case-by-case basis.* Title: *Administrative Assistant - Customer Service Location: Helena Requisition ID: 24141101