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State of Montana Administrative Assistant 3 in Helena, Montana

This recruitment will have application reviews weekly until the position is filled. The Montana Department of Commerce works with statewide and local partners, private industry and small businesses to enhance and sustain economic prosperity in Montana. The Department works to improve the state's economy through business creation, expansion, retention, and diversification of the state's economic base; provides direct technical assistance, grants and loans for Montana's entrepreneurs, businesses and their employees; strengthens the economy through the promotion of tourism development, promoting and protecting historic sites, and marketing Montana as a travel and filmmaking destination; promotes access to new markets, both foreign and domestic, for Montana goods and services; provides financing for homeownership and rental assistance opportunities for Montana families; and develops and improves public infrastructure and housing for Montana citizens by providing grants and technical assistance to Montana communities and counties. Montana Housing strengthens our vibrant communities by supporting access to safe, affordable and sustainable homes for Montanans whose housing needs are not met by the market. Our professional and courteous staff work to create a variety of housing opportunities for Montanans by partnering with local organizations across the state and leveraging federal housing funds available to Montana. Montana Housing staff can assist with buying a home, down payment assistance, mortgage servicing, reverse annuity mortgages, rental housing assistance, and multifamily rental development. This position administers the daily office functions to ensure the effectiveness of ongoing operations and activities for the Montana Department of Commerce, Housing Division. This position works with other staff to develop office procedures; performs office reception services; develops and maintains electronic and manual records; and coordinates training, mailings, travel arrangements and meeting set up and minutes. This position assists staff in responding to inquiries from the media, public, and other affected parties. This position will image client documentation in order to meet HUD required privacy compliance regulations. Job Overview: The Administrative Assistant collaborates with program staff and leadership to complete and ensure the accuracy of information shared with our internal and external partners. Through daily effort and visibility, the Administrative Assistant secures the mission of the Housing Division to provide safe affordable housing to Montanans. Below are more detailed job duties: * Works closely with program managers and their staff to deliver quality service to the broad constituencies across the state. * Clearly articulates expectations of clients and customers through program guidelines and policies as well as offsets program workload through effective internal customer service and management of workflow. * Develops and maintains extensive knowledge of where data is stored for all programs. This includes payment, borrower, memo, and balance information. * Logs incoming applications, resolves application issues with tenants. * Answers in-depth program questions regarding special programs, income limits, eligibility requirements. * Processes incoming applications, change forms, and disposition notifications for the Section 8 program in accordance to the Federal regulations and the Administrative Plan. * Tracks applicants for Section 8 housing assistance and assists current voucher receipts with issues and resolution for eligibility changes and updates to personal information. * Processes demographic information of special programs for the Homeless Management Information System for State and Federal use. Performs accounting tasks within the receipt and reconciliation of all payments received for Section 8 programs. * Assists with program events, board meetings, data management and varied assignments to assist the Executive Director/Administrator and Management team.* * * Serves as the primary point of contact for the Division and for the Department as a whole. Must be fluent in understanding the breadth and depth of Commerce programs as well as possess the ability to effectively direct and assist clients in the most efficient manner while maintaining focus on the agency and division mission and vision. * Performs research to respond to information requests and provide assistance and guidance to housing clients, other staff, and the public regarding division programs. * Receives and screens inquiries to determine when to direct inquiries to the Administrator, Operations Manager, or other staff members and to coordinate timely replies when matters require assembling information or official clearance. * Manages the Division record retention program through regularly scheduled retention activities. Ensures documents are retained according to the prescribed schedule and means and that daily correspondence and activities are retrievable, stored and effectively accessed for programs throughout the division. * Must be effective in using specialized equipment including scanners, multiple file retention venues and clearly utilizing software for the benefit of the programs; this includes manual and electronic storage mediums as well as tracking and dissemination of information as requested. Required for the first day of work: Knowledge: * Requires considerable knowledge of the programs administered by the MBOH, Department of Commerce and Housing Division including, but not limited to, new home loan applications, mortgage servicing, tax credit administration, housing assistance programs and eligibility. * Must understand and apply professional business communications, general computer operations, office management procedures and techniques, and department policies and procedures. * Must be proficient in methods and procedures of records management, imaging and document retention, business English, spelling, grammar, formatting, and composition; and customer service standards, report formats, and communications techniques. * Proficient use and knowledge of standard office software (Word, Excel, Outlook, etc.) * Must have an extensive background in Adobe Acrobat, data management systems, FileNet, storage systems and records retention policies. Skills: * Skilled in the use of standard office equipment and software applications. * Skilled in data entry, proofreading; operating basic office and imaging equipment (e.g., copiers, faxes, calculators, 10-key machines, printers, scanners, multi-line telephones, etc.). * The position requires excellent interpersonal skills to maintain effective lines of communication with department staff, lenders, program constituents, non-profit partners and the public. Abilities: * Ability to organize multiple tasks in a fast-paced office environment, communicate verbally and in writing, and problem solve. Minimum Qualifications: * Highschool or GED * 4 years of job-related experience Other combinations of experience and education will be considered on a 1-1 basis/(1 year of education is equal to 1 year of experience & 1 year of experience is equal to 1 year of education for evaluation purposes)Total combined years must add up to the total of education plus experience listed as minimum qualifications for the application to be considered./ For a full copy of the job description, please contact Amber Emmart To be considered for this position, please submit the following materials online through the State of Montana Careers site: Cover Letter * In your cover letter please address the following question: How has your professional career and education prepared you to meet the requirements of this position? Resume * In your resume, include all work experience you have held that would help you qualify for this position, including duties and dates of employment (month & year - start & end). Supplemental Questions 1. A major duty of this position is to provide customer service, face-to-face or on the phone, to a wide variety of personalities and conservational interests. This will include providing general and specific information with a strong orientation on customer service. Please describe your experience in dealing with customers who are easy to serve and customers who can be demanding and confrontational. 2. Please describe at least 3 areas of our website ( that you have found helpful and how would you use that information to deliver exceptional customer service at our front desk. What is the most interesting thing you personally learned while exploring our website? A criminal background check will be required and conditional upon an offer of employment. * *HELPFUL HINT:When attaching a document, you must check the “relevant document” box to ensure your attachments are uploading correctly to the specific application.Failure to attach the required material will conclude in an incomplete application.You must also keep those relevant boxes checked once you submit your application; if you uncheck the box with an active application, it will delete the attachment.Incomplete applications will not be reviewed. Please do not attach more than requested. If you have more than 25 attachments in the system you will need to email these *All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an email with instructions on how to submit such documents. *If you need an accommodation with the application process, please contact the HR office. *The State of Montana offers a comprehensive benefits package, which includes: * Medical, dental and vision coverage * Retirement plans * Generous paid vacation, sick and holidays * Pre-tax Flexibility Spending Accounts * Employee Assistance Program * State of Montana employment may qualify for student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program. To view State of Montana’s medical, dental, vision coverage, and other offerings, you can visit our Health Care and Benefits website at, Job: Office/Administrative/Clerical* *Title: *Administrative Assistant 3 Location: Helena Requisition ID: 21142451