MCC seeks applications

  • September 29, 2014
  • Posted by MCC

The Montana Conservation Corps is accepting applications for the position of Administrative Assistant.  The position is a regular full-time non-exempt position and based in our Bozeman state office.  Hourly rate of $ 11.50. To apply, please submit a resume and cover letter to .(JavaScript must be enabled to view this email address)

Summary Statement: The Administrative Assistant is responsible for the front office management of the MCC state office. Duties include oversight of information flow; the maintenance, collection and distribution of information for the MCC state and regional office. The Administrative Assistant is the first contact between the MCC and the general public and is responsible to project a positive image. Primary responsibilities include:

Front Office Management

• Greet and assist visitors and route to appropriate party
• Answer telephones in a professional demeanor, provide accurate information to callers, or route to appropriate party
• Maintain phone system, including checking messages daily and update outgoing message as needed
• Organize general office tidiness, clean up and recycling, delegate monthly responsibilities to staff
• Maintain adequate office supplies for the staff and order additional items as needed
• Ensure adequate postage for general office use on both postage machine and stamps as needed
• Coordinate needed building maintenance with landscapers, electricians, and plumbers
• Responsible for proper mail routing including morning distribution and outgoing mail evening drop off
• Operate, maintain and troubleshoot phone system, copier, printer, postage machine and fax machine
• Oversee paper flow to and from state office including regular mailings to regional offices
Information Management
• Perform routine back up of file server
• Oversee paper flow to and from state office including regular mailings to regional offices
• Maintain adequate office supplies for the staff and order additional items as needed
• Maintain filing system of project files, timesheets, administrative files, sponsor files, volunteer files, and crew files
• Database Sponsor Evaluations, Project Accomplishments, and other project paperwork
• Database member timesheet hours in Access and Excel
• Database Volunteer information, hours and surveys into Access and
• Database Youth Crew timesheets, exit paperwork, and surveys in Access and
• Review and correct data, perform data entry,  and general troubleshooting of Access database
• Assist Program Director with data entry and data assessment tools in Excel, Access and
• Review completed member files for accuracy and compliance with hiring standards
• Assist Director of Development and Partnerships with fundraiser mailings
• Assist with exiting AmeriCorps and Youth Crew members and leaders
• Order stationary and business cards for state and regional staff

Administrative Duties

• Maintain updated agency forms online file system on sugarsync.  Coordinate updating forms on an annual basis
• Maintain incoming check log, restrictively endorsee incoming checks, prepare and perform deposits
• Enter donors and donations into Access database and generate recognition letters for Director of Development
• Assist with editing and proofreading agency documents and publications including manuals and funder reports
• Prepare and mail Board of Director meeting materials professionally packaged for each Board meeting
• Arrange logistics and when needed attend Board meetings and take meeting minutes
• Respond to requests for member application information via email or phone inquiries

• Able to communicate effectively both orally and written. 
• Detail oriented and able to multi-task.Strong interpersonal skills and an ability to work with a variety of people
• Proficient computer and administrative skills, including Microsoft Word, Excel, Access, Outlook, and Internet
• Able to quickly write routine correspondence, reports and memoranda
• A valid driver’s license


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Posted by dongdong31 at December 12 2014

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