Montana Career Opportunity – Office Assistant – Northwest Regional RC&D

Job Description

Introduction

This position is located in the Northwest Regional RC&D office in Libby, Montana. The incumbent provides administrative and clerical support for the office and performs a variety of duties to increase staff effectiveness.

Major Duties

1. Acts as assistant to the Council and RC&D Coordinator. Independently, will take the initiative to conduct office business as a matter of routine. The Council considers the RC&D Coordinator to be the leader of the office and, therefore, the assistant should take suggestions and directions on matters related to Northwest Regional RC&D.

2. Office Assistant works under the direction of the Council and the Coordinator.

3. Provides quality customer service in a timely and pleasant manner to a satisfactory standard.

4. Prepares agendas and packets for council meetings. Attends meetings, including Council meetings, keeps minutes, transcribes notes, and distributes copies to attendees and RC&D staff.

5. Performs grant management which includes but is not limited to:

• Insures checks are signed by authorized council member in a timely fashion.

• Provides records to Auditor necessary to conduct audit requirements and CPA to prepare tax documentation.

• Maintains close contact with Council Treasurer and RC&D Coordinator on financial activity.

• Maintains files, database, and spreadsheets for council, RC&D Coordinator, and grantor.

• Provides reporting of progress on grants/projects as deemed necessary by grantor, council, and/or RC&D Coordinator

6. Performs typing and transcription duties as required in final form. Takes responsibility for correct punctuation, spelling, capitalization, grammar, proper placement and arrangement of material in a professional manner.

7. Keeps coordinator’s calendar and schedules appointments and meetings on own initiative based on personal knowledge of coordinator’s workload. Reminds coordinator of appointments and briefs on matters to be brought before the Council. On own initiative reschedules appointments when previous schedule cannot be met.

8. Arranges for meetings or conferences including selecting mutually satisfactory time, reserving meeting rooms, and notifying participants.

9. Independently applies computer programs and adapts them to management needs. Responsible for maintenance and care of all office equipment.

10. Serves as receptionist for the RC&D office. Meets visitors and answers the telephone. Provides basic informational requests. Takes responsibility for all incoming and outgoing mail.

11. Insures office is well supplied. Prepares requisitions. Makes recommendations for needed equipment. Secures local bids on small purchases. .

12. Maintains office files. Insures project files are current.

13. Prints, copies, and correlates materials as requested.

14. Works with an innovative and positive attitude toward expediency in office procedures and policies and activities.

15. Assists in grant writing and preparing grant applications to obtain project funding.

16. Understands the difference between federal and council procedures and applies each accordingly

17. Performs other duties as assigned.

(If you do apply for this position, please tell Susan that you saw it on MATR.net Thank you)

For more information please contact: [email protected]

From: Sutherland, Susan – Libby, MT