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State of Montana Office Assistant III in Polson, Montana

SPECIAL INFORMATION: * A criminal background check is required for the successful applicant. * An employee new to the Judicial Branch will serve a one-year probationary period. Nature of Work: This is advanced office and court clerical work involving document preparation and processing, data entry and receptionist duties. Work includes coordinating, preparing, processing, and filing office and court documents; entering and checking data; performing receptionist duties; and coordinating and performing related office support duties. Work requires the exercise of judgment in accordance with instructions, rules of court, state statutes, court and office policies and procedures. Work is reviewed in progress and upon completion for accuracy, completeness, timeliness and adherence to guidelines and requirements. Essential Functions: *(Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed.) * Prepares a variety of date-sensitive court documents, forms, records, correspondence, notices, reports and other documents from notes, rough draft, oral instructions, dictation, transcription or established procedures; proofreads and makes revisions; creates and formats reports, forms, and other documents; composes some correspondence independently. * Researches, identifies, gathers, verifies, and compiles information from a variety of files and internal and external sources; conducts information-gathering interviews; handles confidential information. * Sets up, organizes, and maintains records; maintains a complex manual and electronic record, filing and statistical system; creates and maintains databases and spreadsheets; sets up, updates, consolidates and closes/seals files; may assign files; prepares and distributes case status reports; monitors status of cases; initiates or prompts for paperwork; prepares detailed statistical reports; coordinates distribution of various documents. * Collects, organizes, verifies and enters a variety of data; researches and cross-references information; monitors status of youth/cases. * Schedules appointments and meetings; maintains calendar; apprises supervisor and others of scheduling; coordinates, compiles, prepares and distributes necessary agendas and materials; attends meetings; takes minutes during meetings; prepares and distributes minutes; makes travel arrangements. * Coordinates and performs receptionist duties; receives, researches, and provides information in person and by telephone, mail, or email; interprets and explains procedures and policies; refers more complex or sensitive inquires to the supervisor or an appropriate official; screens calls, takes complete and accurate messages. * Receives, receipts and records payments; prepares and verifies deposits; balances and maintains account records; prepares and records disbursements; compiles information and assists in determining amounts owed; sends payment reminders notices. * Reviews, prepares and processes claims for payment; maintains budget records; monitors expenditures and budget, grant and multiple county accounts; calculates payment/reimbursement percentages and prepares invoices. * Sorts and distributes mail; makes copies; sends faxes; orders and maintains stock of forms and office supplies; may pick up and deliver documents. * Recommends, implements, and explains improvements in office policies and procedures; updates and maintains office, policy and procedure manuals and directories. *Working Conditions: Work is performed primarily in an office setting with frequent interruptions and occasional walking, standing, bending, reaching, climbing stairs, and lifting carrying items up to 25 pounds such as papers and files. Occasionally exposed to distraught, hostile, or confrontational individuals. Physical Demands: Work is essentially sedentary with occasional walking, standing, bending, and carrying items under 25 pounds such as papers and files/./Some positions may requireperiods of extended computer use. Knowledge, Abilities and Skills: * Ability to recognize and maintain the need for confidentiality. Ability to understand and follow complex oral and written instructions. Ability to communicate ideas clearly and concisely, both orally and in writing, with a diverse group of people. Ability to use good judgment and discretion when providing information and dealing with the public. Knowledge of or ability to learn, apply, and explain rules of court, state statutes, court and office policies and procedures, and basic legal terminology. Knowledge of basic bookkeeping practices and procedures. Ability to prepare and maintain records, assemble, and organize data, and prepare documents from such records. Ability to establish and maintain effective working relationships with co-workers, attorneys, representatives of other agencies, the public and occasionally distraught, angry, or volatile youth and adults. Ability to provide guidance, direction, and assistance to co-workers. Ability to operate a personal computer, calculator, and other standard office equipment. *Qualifications: * Possession of an associate degree from an accredited college or university in secretarial sciences, business or a related field, or graduation from an approved high school or vocational school and considerable office clerical or secretarial experience. *Licensure and Certification Requirements: Possession of a valid Montana driver’s license may be required for some positions; proof of insurance if using a personal vehicle on State business. Job: Office/Administrative/Clerical* *Title: *Office Assistant III Location: Polson Requisition ID: 21142436

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