Commission Administrative Assistant

Commission Administrative Assistant

Salary

$23.21 - $25.62 Hourly

Location

Gallatin County Courthouse- 311 W. Main St, Bozeman, MT

Job Type

Full-Time

Job Number

00863

Department

Commission

Opening Date

07/09/2026

• Description
• Benefits

POSITION OVERVIEW

This position is located in the County Commissioner's Office in the County Courthouse. This position is responsible for providing reception and administrative assistance to the County Commission including clerical, administrative support, and special project functions. The position reports to the Executive Assistant and does not supervise other County personnel. The position will be cross trained on every duty performed in the Commission office.

Essential Job Duties and Responsibilities

• Performs a variety of clerical and administrative duties associated with the administration of a county department including answering the phone, receiving, and handling visitors, copying and faxing documents, sorting and distributing mail, and responding to routine questions and issues.
• Refers complicated or controversial matters and concerns to appropriate departments, elected officials, other county staff or the Commissioners. Determines and interprets the party's needs or issues and responds accordingly.
• Schedules conference rooms for the Commissioners and other departments when needed.
• Ensures agenda items, public notice, issues of concern, and related problems are addressed according to established guidelines regarding confidentiality, public records, level of Commission review and/or approval required, and other department and media involvement.
• Minute taking for Commission quorum meetings.
• Coordinates record management for the County Commissioners Office related to a wide variety of topics and functions by establishing and maintaining files and filing systems. Ensures availability and access of information as appropriate.
• Organizes, compiles, and maintains a variety of information related to current issues, agendas, priorities, and other matters of concern to the County. Uses this information to provide technical assistance to other departments, elected officials, the public and the Commissioners upon inquiry, and ensures availability and access as needed.
• Provides technical assistance to internal and external customers on current events and issues within the County, the Commissioners' schedules, and agenda items. Responds to questions, inquiries and directs callers or visitors to appropriate resources or other sources of information as applicable.
• In the absence of the Executive Assistant, prepares reports, drafts correspondence, and other communications for the Commissioners including formal and informal documents, memos, and related information.
• In the absence of the Executive Assistant, organizes and prepares for meetings and projects. Compiles information, reviews project scope and guidelines.
• Assists County Boards with agenda and minute preparation and distribution (Gallatin MHLAC etc.).
• Track term expirations of County board members and advertise vacancies. Maintain board files and prepare appointment letters for appointees and appointment memos for Commission meetings.
• Coordinates a variety of activities associated with the smooth operation of the Commissioner's Office as appropriate, including solving day-to-day problems, providing information and support to county organizations, relaying information, and questions to appropriate parties, preparing documents, and conducting research, etc.
• Preparation and submittal of claims for payment in Munis.
• Preparation and submittal of quarterly reports for postage, motor pool, and copy charges.
• Performs reporting, budgetary, and financial duties in the absence of the Executive Assistant
• Assists with setting up AVI meetings in the Community Room which includes starting the tablet on the dais and camera positions for the work sessions meetings in the back of the room or Commission meetings in the front of the room.

Other Duties as Assigned

• Performs a variety of other duties as assigned by the County Commissioners including researching, organizing and coordinating a variety of special projects, completing reports or summaries, attending continuing education and training, and a variety of other functions as needed. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

QUALIFICATIONS

This work requires knowledge of state and local statutes, rules, regulations and procedures of county government operations, research methods and procedures, and manual and electronic database management methods and techniques. The work also requires knowledge of appropriate sources of information needed to carry out administrative and program support, and knowledge of office operations and equipment, and related secretarial and clerical support functions. The position requires the ability to communicate effectively both verbally and written. The position must be able to multi-task.

EDUCATION & EXPERIENCE

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and three to four (3-4) years of job-related work experience.

SUPPLEMENTAL INFORMATION

Applicants for this position must possess a valid driver's license and be insurable under the County's liability policies.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

To be considered for this position please be prepared to attach the following required documents to your online application: Cover letter | Resume | Three (3) references

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

HEALTH BENEFITS:

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS: Optional pre-tax, out-of-pocket medical expenses & day care expenses

COUNTY PAID LIFE INSURANCE: $50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)

COUNTY PAID LONG TERM DISABLITY INSURANCE: Eligible employees only, benefit duration shortens once a specific age is reached

RETIREMENT:

• County employees are covered by the Public Employee's Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff's Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

PAID PARENTAL LEAVE:

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

SICK AND VACATION LEAVE:

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee's date of hire and can be used as soon as time is in the books.

HOLIDAYS:

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS: Discounted rates are offered at participating clubs with payroll deduction.

EMPLOYEE ASSISTANCE PROGRAM:

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:

• Limited 24/7 services anywhere in the world
• Will and limited legal service

TUITION ASSISTANCE:

• The County offers partial reimbursement of qualifying tuition expenses

BILINGUAL PAY:

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.

Employer Gallatin County

Address 311 W. Main

Room 303

Bozeman, Montana, 59715

Phone 406-582-3045

Website http://www.gallatin.mt.gov