Administrative Assistant - Research & Information Bureau

This is a part time position (34 hours per week). It is open until filled, with a first review date of July 8, 2025.

About the Department

The Department of Commerce aims to make sure Montana is the best place to work, live and play. We work alongside private industry and local organizations to create jobs, grow businesses, develop affordable housing and improve community infrastructure. (You can learn more about us here.)

About this Position

The RIS Bureau is a responsive support unit within the MT Department of Commerce. Its mission is to answer the questions and foster the relationships that create thriving MT communities, businesses and economies. (You can learn more about us here.)

This is a part-time position (34 hours a week). The overall purpose of this position is to assist in coordinating, maintaining, enhancing and monitoring the business operations of the bureau. Works alone or with others, executes multiple technical tasks and is capable of complex problem solving. Collaborates with all RIS staff to develop specific plans and goals for completing bureau tasks and objectives. This position reports to the RIS Bureau Chief and does not directly supervise other agency personnel.

• Customer Service: Coordinates and performs receptionist duties. Works with the public, agency personnel, and other requestors of information to determine specific needs and appropriate person(s) to provide assistance. Provides information in person, by telephone, mail, or email for frequently asked questions. Routes more complex / sensitive questions to the appropriate RIS Staff member. Screens calls, and takes complete, accurate messages. Compiles and provides information and materials as requested to complete information requests. Maintains a database of research requests as required by the U.S. Census Bureau State Data Center Memorandum of Agreement.

• Book-Keeping and Record Management: Verifies invoices and codes charges to the appropriate responsibility centers. Reviews, prepares and processes claims for payment. Maintains budget records. Assists Bureau Chief in monitoring expenditures, budgets, and grant reporting requirements. Establishes and maintains records management system to ensure the efficiency, accessibility, and security of essential program records. Maintains electronic files of correspondence, reports, and other documentation. Ensures compliance with Federal, State and Department record retention and disposal requirements.

• Office Management: Schedules appointments, meetings, and conferences for RIS office staff and contractors. Coordinates events. Invites and confirms participants, assists in arranging facilities and equipment and with others as requested. Compiles, prepares and distributes necessary meeting agendas and materials. Takes, prepares, and distributes minutes for meetings. Monitors office supply and equipment inventories, prepares supply orders, and stocks supplies according to established Department purchasing and requisition policies and procedures. Tracks purchasing records to ensure timely delivery of purchases.

• RIS Staff Office Support: Coordinates document reviews, revisions, submissions and signatures using electronic system. Proofreads a variety of documents to ensure appropriate language and format. Assists in layout, editing, printing, copying, and publication production with agency staff and/or vendors. Collects, sorts, routes, and distributes all mail. Assists staff in processing mass mailings (email or letter), express shipments (e.g., UPS, Federal Express, etc.), registered mailings, and other specialized delivery services. Recommends improvements in office policies and procedures. Updates and maintains office, policy and procedure manuals and directories.

• RIS Staff Travel Support: Coordinates travel arrangements according to State policy for staff travel itineraries, accommodations, and other arrangements. Maintains and tracks all travel records. Processes staff travel requests and travel reimbursement documents.

• Project Support: Assists in research for special project support as requested and when workflow allows. These projects may include, but are not limited to grant tracking, research, and writing, energy project research, demographic research, census preparation, tourism research, and other economic development efforts.