Job Description

The Montana Veteran Affairs Division is seeking an Administrative Assistant 2 with exceptional multitasking abilities and strong attention to detail. This position provides clerical and administrative support services to Veteran Service Officers regarding veteran and dependents' benefit claims. Responsibilities include answering phones and responding to emails regarding veterans looking for assistance, managing Veteran Service Officer's schedules, entering information into databases, and all other administrative tasks outlined in duties. This position reports to the Butte Veteran Service Officer Supervisor.
The following items must be submitted to be considered for the position (be sure to mark each attachment as relevant):

• Cover Letter
• Resume
• State of Montana Application (online)

Duties:

• Greet visitors, answer inquiries, and direct visitors to the appropriate person according to their needs.
• Answer telephones and give information to callers, record messages, and transfer calls to appropriate individuals.
• Handle incoming and outgoing mail, emails, and faxes.
• Manage paper or electronic filing systems, recording and verifying information, updating paperwork, or maintaining documents, such as correspondence and other materials.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Prepare responses to correspondence containing routine inquiries.
• Maintain and enter information into databases.
• Proofread documents, records, or other files to ensure accuracy.
• Monitor and maintain office supplies and equipment.
• Schedules and confirm appointments, events, travel, or meetings for clients, customers, or supervisors.
• Provide services to staff or customers, such as order placement, account information, or invoice processing.
• Type and distribute meeting agendas, notes, routine correspondence, or routine reports, take meeting minutes. Develop and prepare materials for meetings, conferences, and events.

Qualifications
Education and Experience:

• High School Diploma or Equivalent
• 1 Year Experience in performing a variety of office support or clerical work.
• Other combinations of education and experience may be substituted.

Minimum Physical/Mental Requirements:

• May need to work at a computer daily for 8 or more hours at a time;
• Fluctuation in workload may require more than a 40-hour workweek.
• Must have demonstrated ability to work and engage in diverse working relationships within and outside the Department.

Typical Work Environment:

• Normal office environment, located at Butte, MT.
• Must be able to work physically on-site in the office 100% of the time.
• Not telework eligible.

Condition of Employment:

• Must pass a background check.

Skills Required