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Office Admin / Project Coordinator

To apply online:https://ravalli.bamboohr.com/careers/191?source=aWQ9MjI%3D

Position: Office Admin and Project Coordinator

Classification: Non-Exempt, Full Time

Department: Weed Department Reports to: Weed District Coordinator

Posting Date: July 22, 2025 Application Deadline: Until filled

Position Grade: Grade 8 Rate of Pay: $17.26

Position Schedule: Mon – Thurs, 10 hour shift Benefit Eligible: Full benefits/PERS

Job Summary:

Under the general supervision of the Weed District Coordinator, the admin/project coordinator is responsible for a variety of clerical and administrative tasks, grant management, general office functions, and assist in the development and implementation of educational events and classes. While directly responsible to the Weed District Coordinator, the admin/project coordinator will share responsibilities delegated by the Weed Coordinator. All activities will be directed by the Weed District Coordinator and the priorities there of.

Supervisory Responsibilities:

+ None.

Travel Required:

Within Ravalli County with occasional out of county travel

Duties/Responsibilities:

+ Assist in keeping operator training handbooks up to date including but not limited to; Safety, Herbicides, equipment operation, calibration, record keeping, programs, mapping, public relation, weed and native identification and biology, daily vehicle and shop maintenance.

+ Maintain all “Daily Pesticide Records” and be prepared for MT Dept. of Agriculture inspections.

+ Help maintain all the data collected in the mapping database for spraying and bio-control. Find data as needed and requested.

+ Perform landowner visits and evaluations as needed and instructed by the coordinator.

+ Assist with onsite subdivision noxious weed evaluations

+ Onsite landowner visits

+ Complaint onsite land visits

+ Assist with planning and participate in public events, meetings, weed pulls and trainings.

+ Be professional and respectable at all times in all interactions with the public.

+ Assist in managing the following programs at the Weed District under the direct supervision of the Weed District Coordinator:

+ Landowner 50/50 Cost Share Program

+ Roadside Maintenance Program

+ Noxious Weed Complaint Program

+ Granting programs

+ Weed seed free forage program

+ Bill pay with proper coding

Office Administration

+ Handle office walk-ins, learn to answer their questions and assist them in their needs

+ Answer phones, questions and update a track log for calls

+ Make yearly updates and improvements to all organizational and required programs. These include but are not limited to; Chemical label updates, SDS updates, pesticide application records, equipment checklists, employee checklist, vehicle checklist, State and county road updates, chemical specification and pricing list, calibration charts, etc.

+ Act as weed board secretary by attending all meetings, recording, taking notes, and completing the minutes for future approval in a timely manner.

+ Make written suggestions for the improvement of landowner programs and submit to coordinator for approval and implementation priorities.

+ Perform approved improvements and make the updates on all paperwork. Including: Grants, in county grants, cost share programs, education programs, compliance, roadside maintenance agreements, land evaluations, subdivision evaluation and reports.

+ Attend educational classes and meetings locally to improve our education base.

+ Work on special projects as directed by the coordinator

+ Public outreach assistance

+ Maintain accurate and timely records

+ Assist with tracking operational/grant budgets

+ Assist in tracking and recording safety meetings

Education

+ Educate students throughout Ravalli County School Districts by doing in-school presentations and outdoor field trips in the following programs like Earth Stewardship Days, Conservation Days, Teller Wildlife Expo, 4thGrade Farm Fair, Ravalli County Fair and any additional educational opportunities

+ Educate Ravalli County Tax Payers by presenting to organized groups such as; Bitterroot Backcountry Horsemen, local garden clubs, Bitterroot Stock Growers, 4-H etc.

+ Design, create, and publish educational material that focus on the needs of the landowners in Ravalli County.

+ Update existing educational materials every year

+ Innovate new ways on how to get the message out to the public to be memorable in a positive manner.

+ Assist with any classes that MSU Extension or other organizations put on that need presentations on Noxious Weed Management.

+ Preform other duties as assigned

Grants

+ Work with landowners and agencies who are involved with grants or wanting information about grant possibilities.

+ Assists with all functions of grant management including research, writing, submission, review, and set-up

+ Keep track of grant projects picture statistics, photo point and line transects for creating grant reports.

+ Organize and gather information on grant work performed through the season for grants reports to the State and Federal agencies.

+ Gather and Organize information needed to write new grants. Create and present grants

+ Track invoices, matching funds, in-kind activities for creating grant claims and reimbursements to landowners.

+ Write and mail correspondence to grant participants updating them on the status of their grants and money.

+ Work with Commercial applicators performing grant work on the proper requirements outlined in the grant and reporting on the work completed.

+ As directed, look at other grant opportunities

Required Skills/Abilities:

+ Considerable knowledge of, and experience with, standard computer software applications including; business accounting systems, Microsoft Excel, Microsoft Word, Adobe Acrobat and Microsoft Outlook.

+ Knowledge of administrative and clerical procedures and basic accounting (claims preparation, spreadsheets, tracking grant budge/expenses).

+ Exceptional organizational skills with the ability to prioritize and manage multiple tasks.

+ Ability to communicate effectively in both verbal and written formats with other employees and the public.

+ Ability to establish and maintain positive, effective and professional working relationships with department employees in a team setting and the public.

Required Education and Experience:

+ Receive and maintainwithin 6 monthsa government applicators license; Agricultural Plant (30), Demo & Research (39), and Regulatory weed (55).

+ Take classes approved for CEC (continuing education credits) in maintaining government applicators licenses.

Preferred Education and Experience:

+ High school diploma or equivalent.

+ At least two years’ administrative experience preferred.

Work Environment:

+ Periods of working indoors and outdoors in all weather conditions.

+ Occasional weekend or evening hours may be required.

+ Exposure to allergens (weeds, pollen, etc.)

Physical Requirements:

+ Must be able to lift up to 25 pounds at times.

Affirmative Action/EEO Statement

Ravalli County is an equal employment opportunity employer (EEO). Ravalli County does not refuse employment or discriminate in compensation or the other terms, conditions, and privileges of employment based upon race, color, national origin, age, physical or mental disability, marital status, pregnancy, religion, creed, sex, sexual orientation, political beliefs, genetic information, or veteran’s status.

Other Duties:

As assigned to be an effective team member

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Details

Category

Weed District Office

Status

Open

Posted

July 22, 2025

Closing

Open Until Filled