Salary : $44,336.00 – $47,000.00 Annually
Location : Great Falls, MT
Job Type: Regular Full Time
Job Number: 23-00091
Department: Legal
Opening Date: 07/28/2023
Closing Date: Continuous
Union Classification: Non-Union
Nature of Work
Reception and clerical responsibility for performing highly varied office work of moderate complexity, including filing, customer service and cash-handling in an office environment. Work is performed under the direction of the City Attorney.
Essential Functions of Work
- Serves as primary receptionist, who greets and assists public and other City employees, in a professional and courteous manner. Schedules appointments as necessary.
- Performs cashiering and other money-handling procedures, including maintenance of accurate till and bookkeeping records.
- Responds to questions and inquiries from the general public via phone, and/or in person by providing specific information regarding the City’s policy or practice;
- Determines and refers information requests that are complex or sensitive to another employee for action; takes messages and directs to proper source for assistance.
- Performs daily filing responsibilities by use of alpha or numeric filing to ensure documents and records are properly organized.
- Sorts and delivers mail; prepares materials for mailing or internal distribution.
- Prepares and revises basic letters, defendant files, agreements, spreadsheets, memos, charts and forms for review by attorneys.
- Composes and types letters, agreements, reports, documents and other written material, requiring the need for formatting, data collection or tabulation in accordance with the request of the originator.
- Delivers and retrieves off-site mail and documents to the District, Justice, Municipal and/or Courts filing and other delivery locations.
- Assists with records management, including retention, destruction and organization procedures and requirements.
- Reviews and verifies documents and reports for accuracy and adherence to a particular department’s rules, regulations and procedures.
- Prepares documents for third party distribution by ensuring private or confidential information is protected and provided to attorneys for review before distribution.
- Completes or facilitates the completion and processing of formal documents, applications, notices, and invoices to ensure the appropriate information and internal processes have been acquired and applied.
- Obtain Notary.
Education and Experience
- High School diploma or equivalent.
- Two years of office experience.
NECESSARY SPECIAL QUALIFICATIONS
Employee must possess or have the ability to obtain valid Montana driver’s license.
Requirements of Work
- Knowledge of office practices, procedures and methods, along with grammar, punctuation, spelling and document formatting.
- Ability to make accurate mathematical computations.
- Ability to establish and maintain effective working relationships with peers, supervisors, and the general public in a professional and courteous manner.
- Ability to interact constructively with others in a collaborative “team” setting.
- Ability to operate a personal computer.
- Ability to be punctual in delivery of services and in attendance.
CORE COMPETENCIES
- Ethical Conduct
- Highest Degree of Confidentiality
- Customer Service
- Computer Skills
- Accuracy
SUPERVISORY RESPONSIBILITY
This position does not supervise staff.
WORK ENVIRONMENT
Work is performed primarily in an office environment.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to perform general sedentary work and to lift and carry up to 40 pounds at a time; stand, walk, sit, bend, ride, grasp, push, pull and perform similar body movements; possession of hand/eye coordination sufficient to use office equipment and to operate a motor vehicle; the ability to talk and hear in person and by telephone; and the ability to see and read instructions and legal documents.
EXPECTED HOURS OF WORK
The work week is Sunday through Saturday. The work schedule is 40 hours and generally performed Monday through Friday. This position is a non-exempt and eligible for overtime. Any overtime must be authorized prior to working.
TRAVEL
Travel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.
Full-time Employee Benefits
The City of Great Falls offers a complete benefits package to our full-time employee including medical, dental, and vision insurance, retirement/pensions, paid holidays, vacation and sick leave. The City offers life and long term disability insurance to all full-time non-union employees. Union employees receive longevity pay. Optional plans are available for employees that include AFLAC, flexible spending account, and 457 deferred compensation accounts.
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