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Administrative Support Assistant – Detention Center – Clerk III

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Administrative Support Assistant – Detention Center – Clerk III

Salary

$21.35 - $23.81 Hourly

Location

Silver-Bow County, MT

Job Type

Full-time, Regular

Job Number

2025-043

Department

Law Enforcement

Division

Detention Center

Opening Date

06/24/2025

Closing Date

7/7/2025 11:59 PM Mountain

FLSA

Non-Exempt

Bargaining Unit

Clerks

+ Description

+ Benefits

General Statement of Duties / Distinguishing Features of the Class

Are you ready to be the backbone of a dynamic and purpose-driven office? We’re seeking a highly organized, detail-oriented candidate to take on a role that is more than just administrative work—it’s about ensuring efficiency, accountability, and seamless operations that support our mission. \You will handle a diverse range of responsibilities, from managing records and coordinating schedules to providing critical technical and clerical support. Your ability to multitask, solve problems, and keep everything running smoothly will make a real difference in the integrity of our processes. This position is ideal for someone who thrives in a fast-paced environment, values precision and impact, and takes pride in being a pillar of support. If you're motivated by structure, organization, and service to the community, this is your opportunity to step into a meaningful role where your skills will truly matter.

This is a highly responsible, multi-tasking, and difficult clerical, secretarial, record-keeping, and administrative support work involving the performance of a wide variety of general office and administrative duties. The work is performed under the general direction and supervision of the Detention Center Captain as first in supervision and the Undersheriff as second, or the Sheriff’s designee, but some leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, co-workers, other department employees, courthouse employees, judges, lawyers, consultants, and the general public. Under general guidance and direction, acts as a support assistant to various members of law enforcement. This position has diverse duties that may be assigned and that are to be performed as requested, directed, or required. Primary duties include the process of warrants, jail billing, extradition processes, and the preparation and record keeping relevant to the law enforcement and detention centers as required. Work may or may not be performed at more than one location between the law enforcement and the detention center. Duties also include backup to administrative support as required or requested, and assistance to co-workers as requested or directed. Because employees in this class are located in a law enforcement environment, the work may be performed under considerable stress.

An employee in this class is required to maintain complete confidentiality on all matters pertaining to law enforcement operations, Law Enforcement Department personnel and the general public.

This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.

Examples of Essential Work (Illustrative Only)

+ Greets, screens visitors, telephone calls, faxes, directs mail and messages, and distributes to office personnel.

+ Performs telephone and door reception duties as required.

+ Processes and distributes, and troubleshoots report requests; prepares, processes, and tracks related deposits; reconciles vehicle inspection deposits; and credit card payments.

+ Performs citations data entry, citation processing, or any citation-related work.

+ Performs as backup or as directed in scanning (or using any updated technology record, to make or process a record, or to file) any documents as needed, requested, or directed.

+ Performs as backup or as directed in any support duties as needed, requested, or directed.

+ Performs NICS reports as required or needed, including, but not limited to, data entry, audit, and/or submission.

+ Performs daily report processing, copying, distribution, and filing as directed.

+ Performs as backup as directed for the basic functions of purchase order, invoice, claims, or travel processing.

+ Performs as primary to perform the duties relevant to warrants; performs work related to and at the location of the detention facility as directed; duties include, but are not limited to, ordering supplies, billing, reconciliations, and deposits.

+ Maintains master files, storage/archives as directed; provides information from various records, including microfilm and electronic.

+ May perform as backup for all duties in reference to civil process duties.

+ Prepares civil papers in response to business, legal, state, federal, county, and public submissions.

+ Receives and prepares billing and records of return to the proper judicial system, business, other legal entity, or private sector.

+ May perform as backup or as directed to all duties in reference to payroll duties.

+ Performs backup or as directed in the retrieving, data entry, filing or the preparation of rosters, personnel lists, seniority lists and time-sensitive narrative and statistical reports as applicable to the primary duties of this position or as requested.

+ Performs comprehensive duties of any Administrative Support position as required, directed, or requested to meet the needs of Administrative Support duties, requirements, or operations, including but not limited to duties not listed in this description, assisting other LED personnel as assigned, which may include duties in the LED building, or other buildings as assigned.

+ Receives requests from the public for department-related information and provides such information or directs requests to other appropriate department, other City-County personnel or other appropriate agencies and organizations.

+ Listens to and processes complaints from the public relating to department or City-County operations and takes appropriate action to resolve or refer such complaints.

+ Processes department documents and papers and interprets and applies departmental or division rules, policies, and regulations in accordance with prescribed procedures and guidelines.

+ Maintains and/or archives files and records of correspondence, reports, memoranda, various documents, and other related materials, and other department or division materials as instructed and makes complete and up-to-date files and records quickly available to the supervisor and other office personnel as requested.

+ Processes, enters data, scans, utilizes software programs including databases or records management systems, or troubleshoots and maintains a wide variety of technical documents and records specific to a law enforcement or detention center; maintains inventory as requested or required.

+ Copies, packages, and distributes a variety of written materials as requested by designated office personnel, including but not limited to the courthouse run.

+ Maintains supplies and materials for the detention center as necessary.

+ Calculates fees, collects payments, processes requested or required billing, writes and records receipts for cash and non-cash items, and prepares payments for deposit.

+ Maintains, picks up, and distributes department mail and/or division reference publications.

+ Maintains all business files, various department files, master files, storage and archives as necessary or as directed.

+ Attends meetings, conferences, and workshops as requested and authorized.

+ Performs related work and provides assistance as needed, requested or required.

+ Performs all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complies with the Health & Safety Program; maintains work area in a safe and orderly manner; identifies and reports unsafe conditions; reports all accidents; wears required personal protective equipment; and attends safety-related meetings, training sessions, fit testing, etc.

+ Performs all duties and work assignments in compliance with project quality requirements.

+ Acts responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.

+ Collects money from the public and the second-floor window.

+ Answers all incoming calls to the detention center.

+ Gets quotes and places orders for jail supplies when requested by the Detention Captain or Chief Detention Officer.

+ Is the point of contact for courts for court proceedings or documents.

+ Inventory and ordering of Canteen items.

+ Compiles requested documents for jail staff and courts.

+ Enters all money received via mail into the records system.

+ Checks in and enters visitors to the Detention Center.

+ Collect and compile time sheets, overtime records, and vacation requests for the Detention Captain.

+ Compiles all cash bonds and routes them to the proper court or agency.

+ Performs other duties as assigned.

Required Experience, Training, Knowledge, Skills, and Abilities

+ Thorough knowledge of modern office procedures, practices, and ability to use standard office equipment.

+ Ability to perform transcription.

+ Ability to plan, self-direct, prioritize backup, primary duties, and LED personnel assistance.

+ Thorough knowledge of departmental or divisional programs, policies, and operations as applied to the work performed.

+ Thorough knowledge of modern office filing systems and procedures.

+ Ability to maintain complete confidentiality in all matters pertaining to law enforcement, Law Enforcement Department personnel, and the general public.

+ Ability to communicate well with others, both orally and in writing.

+ Ability to understand and follow complex oral and written instructions.

+ Ability to establish and maintain effective working relationships with other office employees, supervisory personnel, other employees, and the general public.

+ Ability to operate a personal computer using standard word processing and database applications or new technology applications appropriate to assigned duties.

+ Ability to maintain clerical records of some complexity and to prepare reports from such records, record and enter statistical data.

+ Ability to locate and read technical documents related to department functions.

+ Ability to understand and make work decisions in accordance with department and/or division rules, regulations, policies, and procedures.

+ Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.

+ Ability to perform a wide variety of administrative support tasks with accuracy/speed, and time-sensitive deadlines; strong multi-tasking abilities.

+ Ability to quickly learn and put to use new skills, equipment, and knowledge brought about by rapidly changing information and/or technology.

+ Ability to attend job-related training sessions as required.

+ Ability to recognize the need and to perform the work as an assistant to co-workers.

+ Thorough knowledge of current, updated, and potential City-County computer applications (such as MS Office, calendaring, e-mail process, any work-related computer or other technology applications).

+ Ability to establish/maintain effective working relationships with supervisory personnel, City-County employees, third-party hardware/software providers, and the general public.

+ Ability to perform a wide variety of clerical, secretarial, and administrative support tasks, including duties related to computer hardware and software or new technology with accuracy and speed under the pressure of time-sensitive deadlines.

Acceptable Experience and Training

+ High school diploma equivalent.

+ Graduation from high school, with additional training in secretarial or business-related courses, computer applications, bookkeeping, and/or accounting preferred.

+ Knowledge and experience with Microsoft Office, including Excel and Word, or other similar computer programs.

+ Two years of experience in a diverse workplace setting preferred.

+ Considerable experience in the performance of secretarial and administrative support duties, including bookkeeping, preparation of reports, computer applications; or

+ Any equivalent combination of experience and training that provides the knowledge, skills, and abilities necessary to perform the work.

Required Special Qualifications

+ Must possess a current Montana Driver’s license or have the ability to obtain one within a reasonable period of time after employment.

+ Selected applicants are subject to, and must pass, an extensive background check.

+ Ability to obtain a Notary Public Certification.

+ Must be a resident of Butte-Silver Bow during employment, according to Butte-Silver Bow Ordinance:

•2.08.010 Residence during employment.

From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow. (Ord. 85 § 1, 1979)”

Essential Physical Abilities

+ Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate effectively with supervisors, other law enforcement employees, community groups, and the general public in person and over the telephone.

+ Sufficient and specific vision abilities that include close vision, with or without reasonable accommodation, which permits the employee to prepare, review, and file a variety of written documents in both electronic and hardcopy forms.

+ Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone systems, and to transport files as requested.

+ Typically sit at a desk or table.

+ Regularly walk, stand, or stoop.

+ Work for sustained periods of time, maintaining concentrated attention to detail.

+ Sufficient personal mobility, with or without reasonable accommodation.

+ Ability to sit for extended periods of time while performing computer applications.

+ Sufficient hearing, with or without reasonable accommodation, which permits the employee to hear and understand oral communications in person, by telephone, or by electronic device.

Additional City-County information

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.

This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.

The City-County of Butte-Silver Bow offers a comprehensive employee benefits package to include:

+ Low-cost health insurance plan with dental and vision coverage for employees and dependants

+ No-cost life insurance

+ No-cost, confidential employee assistance program

+ Retirement savings accounts

+ Permanent employees accrue vacation leave, sick leave, and paid holidays

+ Voluntary supplemental coverages

+ Dependent care flexible spending accounts

+ Medical flexible spending accounts

+ Health savings accounts

Benefit eligibility may be determined by length of service and/or employment status.

Employer

City and County of Butte-Silver Bow, MT

Address

155 W Granite Suite 209 Butte, Montana, 59701

Phone

406-497-6430

Website

https://www.co.silverbow.mt.us/

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