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State of Montana Administrative Assistant in Helena, Montana

Montana Department of Commerce believes in a healthy balance of Live, Work, Play culture.

Live:Create affordable and vibrant communities for all Montanans

By building affordable and vibrant communities where people want to live, we’re also creating places people want to visit. Strengthening our communities is at the core of Montana’s economic challenge and opportunity. To support a growing economy, hardworking Montanans need an affordable place to live, and a vibrant Main Street to experience.

Work:Support innovative and sustainable industries to strengthen Montana’s economy. Montana is where ideas grow into opportunities. Known as an incubator for innovation, Montana supports the growth and sustainability of industries and small businesses that strengthen our economy.

Play:Promote Montana’s spectacular, unspoiled nature and charming towns in innovative and efficient ways. Montana’s number one resource is our spectacular, unspoiled nature. It’s what brings visitors here, and fuels business growth. Visitors add billions to Montana’s economy, which directly benefits Main Street businesses.

Department of Commerce Housing Division Overview

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.

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.

The Administrative Assistant will work closely with six (6) program managers and their staff to administer the daily office functions to include receipt of payments, check endorsement, dissemination of eligibility information, mail processing and inventory of essential equipment and supplies.

What this position may offer you:

  • 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.

HOW TO APPLY:

You are REQUIRED *to attach acover letter, resume and responses to the supplemental questions below* at the time of application. Failure to attach these documents will result in your application being incomplete and will not be considered further.

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 discribe our experience in dealing with customers who are easy to serve and customers who can be demanding and confrontational. /

  2. /Please describe at least three (3) areas of our website (housing.mt.gov) 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? /

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).

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 send your request to the HR Department at dochr@mt.gov.

/A criminal background check will be required and conditional upon an offer of employment/.

*Other important information to be aware of: *

  • Only electronic applications will be accepted. Materials submitted but not requested will not be considered in the selection process.

  • By applying online, you can receive updates and monitor the status of your application.

  • The Department is following all current COVID guidelines from the Governor’s Office. This position will be available for teleworking but required to be onsite for training.

*Minimum Qualifications (Education and Experience): *Highschool or GED plus 4 years of job-related experience or a completion of a work-related vocational program or post-secondary curriculum and two (2) or more years of job-related experience.

Special Requirements:Must be able to manage sensitive confidential data in a professional manner and in accordance with strict ethical standards. Must be able to identify complex issues and resolve conflicts in a swift and professional manner ensuring the highest level of service to our diverse client base.

Knowledge, Skills and Abilities: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 rentention, 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–The candidate should be skilled in the use of standard office equipment and software applications. Skill 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- The ability to organize multiple tasks in a fast-paced office environment, communicate verbally and in writing, and problem solve.

Job: *Office/Administrative/Clerical

Title: *Administrative Assistant *

Location: Helena

Requisition ID: 21140815

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