Job Description - Office Assistant III (04028) (25140097) Office Assistant III (04028) - (25140097) 
This first review of applications will be January 23, 2025. Please submit the following required documents on the State of Montana Careers website:
- Resume - Please include dates of employment and your supervisor’s name/phone number for each position.
- Cover Letter
- Three Professional References
When submitting the required documents, you must check the “relevant document” box to ensure your attachments are uploading correctly to the specific application for this position. Documents not submitted will exclude a candidate in the recruitment process. The Judicial Branch is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply.
An employee new to the Judicial Branch will serve a one-year probationary period. The successful applicant will be subject to a criminal background check, including the Child Protection Services registry. Travel may be required and working hours may include evenings & weekends.
For a complete job description, please email katie.erickson@mt.gov
The Montana Judicial Branch offers a variety of opportunities to help you make a difference in your community, and further your career. As a service-oriented employer, we seek employees with a passion for customer service to help us fulfill our mission to provide an independent, accessible, responsive, impartial, and timely forum to resolve disputes; to preserve the rule of law; and to protect the rights and liberties guaranteed by the Constitutions of the United States and Montana.
Benefits of working for the Judicial Branch:
- Work/life balance
- Family friendly policies
- Dedicated and caring colleagues
- Health coverage
- Retirement plans
- Paid vacation, sick leave, and Holidays (combination of up to 38 per year)
- Opportunities and room for professional growth
- Public Service Loan Forgiveness - Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF
This position is in Missoula, Montana. Known as the "Garden City" for its dense trees and lush green landscape, Missoula is nestled in the heart of the northern Rockies where five valleys converge. Missoula is a center for education, medicine, retail and the arts. Located at the base of Mount Sentinel and the banks of the Clark Fork River is The University of Montana. The 200-acre campus is one of the most beautiful in the nation and is home to 12,000 students. Fly fishermen, rafters, kayakers and canoers thrive on the nearby waters. To learn more, please visit: https://www.visitmt.com/
Job Overview: Any one position may not include all of the duties listed, nor do the examples cover all the duties which may be performed.
Work includes coordinating, preparing, processing, and filing office and court documents, entering and checking data, performing receptionist duties and coordinating and performing related office support duties. Work may include providing guidance, direction and work and schedule coordination to assigned office staff. This class differs from Office Assistant II class by the more advanced level work, the more limited review of work, budgetary and grant responsibilities and/or the lead worker role. Work requires the exercise of judgment in accordance with instructions, rules of court, state statutes, court and office policies and procedures. Work is reviewed in progress and upon completion for accuracy, completeness, timeliness and adherence to guidelines and requirements.
Job Duties:
- Prepares a variety of date-sensitive court documents, forms, records, correspondence, notices, reports and other documents from notes, rough draft, oral instructions, dictation, transcription or established procedures; proofreads and makes revisions; creates and formats reports, forms and other documents; composes some correspondence independently.
- Researches, identifies, gathers, verifies and compiles information from a variety of files and internal and external sources; conducts information-gathering interviews; handles confidential information.
- Sets up, organizes, and maintains records; maintains a complex manual and electronic record, filing and statistical system; creates and maintains databases and spreadsheets; sets up, updates, consolidates and closes/seals files; may assign files; prepares and distributes case status reports; monitors status of cases; initiates or prompts for paperwork; prepares detailed statistical reports; coordinates distribution of various documents.
- Collects, organizes, verifies and enters a variety of data; researches and cross-references information; monitor status of youth/cases.
- Schedules appointments and meetings; maintains calendar; apprises supervisor and others of scheduling; coordinates, compiles, prepares and distributes necessary agendas and materials; attends meetings; takes minutes during meetings; prepares and distributes minutes; makes travel arrangements.
- Coordinates and performs receptionist duties; receives, researches and provides information in person and by telephone, mail or email; interprets and explains procedures and policies; refers more complex or sensitive inquires to the supervisor or an appropriate official; screens calls, takes complete and accurate messages.
- Receives, receipts and records payments; prepares and verifies deposits; balances and maintains account records; prepares and records disbursements; compiles information and assists in determining amounts owed; sends payment reminders notices.
- Prepares, verifies, codes, maintains and submits time and payroll records.
- Reviews, prepares and processes claims for payment; maintains budget records; monitors expenditures and budget, grant and multiple county accounts; calculates payment/reimbursement percentages and prepares invoices; prepares budget account transfer requests; assists with budget preparation.
- Sorts and distributes mail; uses postage machine; makes copies; sends faxes; orders and maintains stock of forms and office supplies; may pick up and deliver documents.
- Provides guidance, direction and workload and schedule coordination to assigned office staff; answers frequently asked questions; interviews and trains staff; assigns, prioritizes and inspects work; ensures staff are familiar with important information; participates in performance evaluations; assists with resolving problems; assumes basic supervisory duties when supervisor is absent.
- Recommends, implements and explains improvements in office policies and procedures; updates and maintains office, policy and procedure manuals and directories.
- May notarize signatures.
Knowledge, Skills, and Abilities (Behaviors):
- Work is performed primarily in an office setting with frequent interruptions and occasional walking, standing, bending, reaching, climbing stairs and lifting carrying items up to 25 pounds such as papers and files. Occasionally exposed to distraught, hostile or confrontational individuals.
Minimum Qualifications (Education and Experience):
Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment: Not Applicable 19.36 - 19.36 Hourly Telework Eligibility: Not Telework Eligible Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan : 1 Employee Status: Regular Schedule: Full-Time : Standard : Day Job : Yes, 5 % of the Time : Missoula Agency: Judicial Branch Union: 000 - None : Jan 9, 2025, 5:09:56 PM : Ongoing Required Application Materials: Cover Letter, Resume, References Contact Name: Katie Erickson | Contact Email: katie.erickson@mt.gov | Contact Phone: 406-841-2965 The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency's HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.
State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant. | |
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