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Published May 12, 2022

Position Details

Position Title: Commission Support Specialist
County: Beaverhead
Department: County Commissioners
Salary or Pay Rate: $19.40 – $21.48/hour DOE
Closing Date: May 20, 2022

Position Description

Summary

The Support Specialist performs a variety of technical and administrative tasks in support of Commission goals and functions including, but not limited to, preparing correspondence, taking meeting minutes, and assisting the Commission with special projects. Duties also include accounting, budgeting, asset management and Notary Public.

Essential Functions

Administrative:

  • Perform routine clerical and administrative work answering phones, referring messages, receiving the public, providing customer service including historical research.
  • Perform customer service duties, including screening correspondence, telephone calls, and visitors; independently schedule conferences, conference calls, travel plans and meetings or appointments for the Commission.
  • Answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations and answer inquiries for complaints which do not need policy interpretation or expertise. Handle requests for information appropriately and use judgment in handling sensitive information by adhering to Commission rules of confidentiality.
  • Compose, type and edit a variety of correspondence, reports, letters and other material necessary to conducting county business and ensure that content is accurate and complete.
  • Maintain calendars and set up appointments for Commissioners; confirm or reschedule appointments based on mutual agreement and knowledge of their work schedules, notify appropriate persons and interested parties of rescheduled appointments, anticipate the need of reference materials to be used by them and/or participants and assemble materials for their use, brief employees of the nature of appointments prior to their scheduled meetings.
  • May perform routine administrative work in keeping official records and providing support to the Board of County commissioners and assist in the administration of standard operating procedures. Act as custodian of Commission documents and records.
  • May act as an administrative secretary to one or more commissions or boards, schedule and arrange for rooms and equipment from general direction or procedural guidelines, prepare and distribute agendas, attend and take minutes of meetings, accept and record evidences, summarize and type minutes of meetings from electronic recording devices or handwritten notes, distribute minutes to appropriate persons, type public announcement for public release.
  • Perform other duties as assigned including but not limited to managing special projects, coordinating public meetings, attending meetings and conferences, providing backup for other staff, participating in training and continuing education, etc.

Financial:

  • Review and process claims submitted to the County for payment according to established procedures and laws. Ensure appropriate information and back up are included, assist department heads by providing the information they need to review and approve claims, and ensure that all paid claims are filed appropriately in order that they be easily retrieved for audits.
  • Maintain copies and working knowledge of the contracts that various vendors have with the County for goods and services to ensure payments are in accordance with the contract terms. Maintain and update vendor files to ensure all accounts payable activities are performed promptly according to department procedures. Process 1099s, mail to vendors, and file with state and federal revenue agencies as required by law at the close of each calendar year.
  • Complete billing and accounts receivable procedures according to established methods to ensure that County entities receive payment for goods and services. This includes proofreading, verifying, sorting daily transmittal reports and receipts for goods/services provided by the County; entering billing information into the appropriate accounting software; ensuring that monthly bills are printed, collated and mailed; and receiving, recording, and banking cash, checks, and vouchers.
  • Maintain general and subsidiary ledgers and journals, post debits and credits, record receipts and balances to the County’s accounting system according to established procedures and laws. Examine all financial transactions to make entries to the appropriate departmental account.
  • Classify, record, and summarize numerical and financial data to compile and keep financial records using computers. Code accounting transactions according to county procedures.
  • Maintain bookkeeping records, monitor balances, and perform account reconciliations in accordance with GAAP and the law.
  • Perform general accounting journal entries and administrative work such as answering phones and providing assistance to the public as needed to assist County staff and customers.
  • Set up and maintain subject matter; chronological, alphabetical, and numeric file systems according to managerial requests, functional use or administrative guidelines.

Knowledge, Skills, and Abilities

The job requires knowledge of Computers; modern office practices and procedures; administrative techniques and principles of organization; accounting; budgeting; spreadsheet and basic methods of graphic presentations. The job requires the ability to effectively meet and deal with the public; communicate effectively verbally and in writing; maintain complex filing systems; handle stressful situations; work extra hours as required and compose correspondence from general instructions. The position must learn to interpret and apply well-defined administrative rules, regulations, and policies to determine how to take care of problems and issues on the spot. This job requires knowledge of accounting and bookkeeping methods and techniques; accounting software; accounts receivable; accounts payable; the organization and operation of County government; and office practices and procedures. This job requires the ability to operate general office equipment including computers and software applications; to read and interpret documents such as spread and balance sheets, invoices, and correspondence; write routine reports and correspondence; establish and maintain effective working relationships; use independent judgment to solve problems; to speak before the general public and other County employees, and respect the confidentiality of information related to accounting duties.

Education and Experience

The job requires education and experience equivalent to graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping and two (2) years of increasingly responsible related experience.

Application Instructions

A full job description and application is available at the Financial Administrator’s office and on the Beaverhead County website.
Application, resume and two (2) professional references are due to the Finance office by 3:00 p.m., Friday, May 20, 2022.
For more information, contact the Beaverhead County Financial Administrator (406-683-3734) or Commissioner Administrative Assistant (406-683-3767).