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Flathead County Office Assistant III in Kalispell, Montana

Flathead County is an equal opportunity employer. Flathead County shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.This job description is intended to reflect core areas of responsibility and an incumbent employees’ knowledge and skill set needed to complete those functions. This document is not intended to catalog each individual duty; employees are routinely called upon to address emerging employer requirements in alignment with individual work units and assignments of jobs. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer change.Job Title: Office Assistant IIIJob Code: 01050Department: Solid Waste Reports to: Operations ManagerPay Grade: Stnd 22FLSA Status: 1Non-Exempt 0 Exempt Department Overview: The Flathead County Solid Waste District provides environmentally sound and cost-effective refuse collection, disposal and recycling opportunities for Flathead County residents and businesses. Our facilities are a major part of the economic and environmental infrastructure of Flathead County. Long range planning and fiscal integrity ensures decades of capacity with minimal financial impacts to Flathead County citizens.Job Summary: This position is responsible for providing administrative support for the Public Works Director and Solid Waste Operations Manager, calculating refuse assessments, preparing bid documents, maintaining Solid Waste records, files and maps, acts as the secretary to the FCSW Board of Directors, and administers the junk vehicle program.Essential Functions (Major Duties or Responsibilities): These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs.•Calculate and maintain Solid Waste fees for commercial and residential properties in property tax software program; assure accuracy of assessments by conducting audits, contacting private and city garbage haulers, and identifying new commercial and residential properties; process abatements when needed; answer questions with individuals who have questions concerning their assessments. •Act as the Secretary to the Flathead County Solid Waste Board of Directors by updating the board agenda monthly, compiling and distributing documents for board meetings, advertise meeting in local newspaper, record board meetings and prepare the official meeting minutes. •Prepare bid documents for equipment or supplies in accordance with county policy or state law, acquire approval of bid documents from the County Attorney, prepare and publish call for bids in local newspaper, mail bid documents to appropriate venders, collect bids, and prepare and mail acceptance and rejection letters. •Coordinate monthly household hazardous waste collection day by advertising in newspaper or radio and scheduling appointments.•Provide administrative support to the Public Works Director and Solid Waste Operations Manager by performing secretarial functions and receptionist duties; preparing correspondence and reports and managing incoming and outgoing mail; maintaining records, operation files, assessment files, equipment records, and project plans and maps; update various spreadsheets for monthly reports and landfill licensing requirements.•Administer junk vehicle program; collect junk vehicle release forms and complaint forms; maintain junk vehicle retrieval list for State and submit log sheets; maintain miscellaneous junk vehicle records as needed.•Update the Solid Waste webpage as necessary; advertise job openings and post public services announcements in local publications.•Provide backup for all administrative personnel including scalehouse duties, accounts receivable and processing employee timesheets. •Provide front receptionist duties by greeting and assisting walk-in public in a kind and courteous manner. •Perform related work as assigned.Non-Essential Functions:•Perform other duties as assigned including but not limited to managing special projects, attending meetings and conferences, participating in training, etc.Physical Demands and Working Conditions:•The employee is constantly required to use hands to handle or feel objects and to keyboard.•Frequently required to walk, stand, sit, talk, write, listen and read.•The employee may infrequently be required to climb, balance, stoop, kneel, crouch or crawl and reach with hands and arms.•Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and depth perception.•The employee is infrequently required to lift and/or move up to 25 pounds.•The noise level of the environment is usually moderate; however, employee is occasionally subjected to loud equipment noise. Supervision Exercised: The primary function of this job is not in a supervisory capacity. Knowledge, Skills, and Abilities:The job requires knowledge of:•The operation of computer keyboards and a variety of software programs.•Techniques required to organize and control the workflow in an office.•Correct and effective use of English grammar.•Governmental accounting procedures and techniques.The position requires skill in:•The rapid and accurate operation of computer keyboards.•Application of software packages in the office.•Techniques required to organize, coordinate, and control the workflow in an office.•Application of accounting terminology and procedures used in processing accounting and budget records on a manual or computerized system.•The use of 10 key calculators and computer terminals to run totals and reconcile accounts.•Analyzing financial records and preparing reports.•Dealing with the public in a tactful, pleasant, courteous, and diplomatic manner, and to maintain the confidentiality of information.The job requires the ability to:•Apply the methods and techniques of governmental accounting or financial management.•Prepare clear and concise financial reports and other activities.•Perform technical accounting work in the maintenance of accounting, financial, or budgetary records.•Relieve the supervisor of administrative details with a minimum of supervision and with only general direction.•Understand and execute oral and written instructions and apply extensive guidelines to widely varied situations.•Express ideas clearly and concisely in writing and verbally.•Establish and maintain effective working relationships with supervisor, co-workers, and other county employees, and the public.Education and Experience:This job requires two years of experience in a position equivalent to Office Assistant; or substituting course work or training in accounting or financial management for up to one year of the experience; or any equivalent combination of experience and training which indicates possession of the knowledge, skills, and abilities listed.ActionDateReferenceAdopted12/26/2023Commissioners’ Minutes