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Admin Specialist III

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Admin Specialist III

Salary

$24.74 - $27.19 Hourly

Location

Missoula, Montana

Job Type

Regular, Full-Time

Job Number

00569

Department

Fire Department Civilian

Opening Date

07/28/2025

Closing Date

8/18/2025 11:59 PM Mountain

+ Description

+ Benefits

+ Questions

Overview

Ready to put your administrative talents to work in a fast-paced, high-impact environment?

The Missoula Fire Department is seeking a detail-oriented Administrative Specialist IIIto provide support in payroll coordination, accounts payable/receivable, data management and general office support functions. This position plays a key role in keeping our department running smoothly—supporting both administrative operations and frontline personnel. Ideal candidates will have a strong background in Excel and financial recordkeeping, along with the ability to manage multiple priorities in a dynamic public safety environment. If you're ready to make an impact behind the scenes, we encourage you to apply.

To Apply: All applicants must submit the City of Missoula application AND Cover Letter explaining your interest in this position and detailing how your experience and education meet the qualifications.

Failure to attach the cover letter will result in your application being incomplete, and therefore, not reviewed by the hiring manager.

Screening of applications will begin on Tuesday, August 19, 2025.

Resumes will not be reviewed. All details should be entered on the application.

Starting Pay:

New hires start within our entry-to-market range, depending on experience and qualifications.

The starting range for the position is $24.74 - $27.19/hour and will increase each year for longevity and cost of living adjustments.

Full Pay Range:

Each position also has a full wage range that reflects potential growth over time, including annual increases for longevity and cost-of-living.

The full range for the position is $24.74 - $28.82/hour.

*Cost of living increase for fiscal year 2026 dependent upon Council approval.

Essential Functions

This position exists within multiple departments each with varying duties and responsibilities specific to the business needs of the assigned department and/or work unit(s); not all items listed will apply to every position; some departments/work units may have multiple Administrative Specialist III positions dividing responsibilities into their area of focus.

+ Oversee assignment of administrative support functions for the department or work unit, including training and directing work of part-time, temporary, or volunteer employees.

+ Perform customer service functions such as greeting patrons, receiving, and securing payments, providing general information and direction to inquiries regarding policies and services, etc.

+ Provide routine administrative support through answering phones, distributing mail, ordering office supplies, monitoring and scheduling appointments and/or facilities, routing contracts for signatures, preparing reports, making copies, etc.

+ Maintain inventory of various supplies and equipment, including office supplies, staff uniforms, communication devices, tools, etc.

+ Oversee and maintain files, records, databases, policy manuals, correspondence, and other documents.

+ Assist in managing records disposal, in accordance with current standards.

+ Draft and distribute written materials, including memoranda, correspondence, brochures, etc.; design and format forms, reports, and department/work unit procedures; compile statistical data.

+ Coordinate department/work unit processes and services with various City and community entities to ensure coordination and alignment of activities.

+ Provide administrative support to various committees, boards, and commissions, including preparing and distributing agenda packets, audio/visual technical assistance, recording and transcribing meeting minutes, etc.

+ Coordinate and maintain safety meetings and materials.

+ Perform data entry from various sources into department specific databases and web-based applications; process and prepare requests for information from various databases and applications; analyze various data points to provide accurate information to assist in various aspects of the department.

+ Maintain department’s website and social media platforms according to City standards.

+ Serve as the payroll coordinator by verifying accuracy of time sheets for department staff and generating reports.

+ Coordinate various personnel functions, including tracking new hires, assisting with onboarding, processing hire paperwork and personnel forms, assisting with training modules, etc.

+ Perform department/work unit accounts payable functions, including monitoring department budget by processing purchase orders, and coding and tracking invoices/journal entries; verify billing accuracy; perform various account reconciliations; prepare periodic budget reports; assist in annual budget preparation, auditing, and various accounting schedules; recommend cost saving measures.

+ Perform department/work unit accounts receivable functions, including calculating and distributing monthly bills for services rendered, reconciling deposits, collections, tracking vendors and contracts, etc.

+ Coordinate IT support and/or serve as dual factor authentication administrator.

+ Provide support to various programs and/or projects related to assigned department/work unit(s).

+ Other duties as assigned, based on training and qualifications.

Knowledge, Skills and Abilities

+ Knowledge of general office principles, procedures, and practices, including data entry, record management, generating reports, etc.

+ Skill in operating office equipment, using various computer software and databases, including Microsoft 365, and the ability to learn job-specific applications and equipment.

+ Skill in communicating, in person and writing, with the proven ability to establish and maintain effective working relationship with diverse individuals.

+ Skill in managing multiple projects with keen detail and accuracy, and the ability to prioritize tasks with shifting priorities and timeline demands.

+ Skill in multitasking in a fast-paced environment, while providing effective customer service.

+ Ability to problem-solve and resolve conflicts with facilitating outcomes while maintaining a calm demeanor.

+ Ability to research, analyze, and prepare reports and document facts and actions.

+ Ability to learn how to understand and interpret various contracts.

+ Ability to learn how to assess various situations to determine appropriate actions.

+ Ability to learn City and departmental policies, procedures, and practices, including the ability to interpret various local, state, and federal regulations, and standards.

+ Ability to maintain and exhibit integrity and discretion in handling confidential and sensitive information.

Working Conditions:

+ Position may require the ability to lift and maneuver 30 lbs. or less.

+ Work environment may involve exposure to grease, oil, and dusty conditions.

+ Duties may involve significant contact with the public, other employees, and/or vendors.

Qualifications and Additional Application Materials

+ Any combination of education and experience equivalent to three (3) years of administrative support experience.

+ Some departments may have additional requirements, such as: certifications, driver's license, and/or background checks.

The City of Missoula does not sponsor employment visas (e.g., F-1, H-1B, TM). Applicants must be authorized to work in the United States on a full-time basis at the time of application.

This summary outlines the benefit programs; actual benefits may vary depending on bargaining unit and employment status.

The City of Missoula will reward your contributions to our community with competitive compensation and generous benefits, including but not limited to:

+ Market-Competitive Salary

+ Work/life balance, including the possibility of flexible schedules and remote work opportunities

+ $0 premium for health and dental coverage for employees and affordable premiums for family coverage

+ $10,000 Employer-sponsored Accidental Death and Dismemberment Life Insurance Policy

+ Options for supplemental life, disability, critical illness, and accident

+ Constitutionally guaranteed retirement plan (http://mpera.mt.gov/) with the City contributing 8.77% of salary on your behalf and the ability to contribute to a supplemental deferred compensation program

+ Generous paid vacation, sick leave, and holidays

+ Pre-tax flexible spending accounts

+ The City of Missoula may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Look here (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) to learn more and understand whether you may be eligible.

Additional benefits package information is available here (https://www.ci.missoula.mt.us/DocumentCenter/View/53956/Benefits-at-a-Glance?bidId=) .

01

Please describe your experience with TEAMS, SharePoint, and Excel.

02

Please describe your experience with accounts payable, receivable, and payroll, including any experience with collective bargaining units.

03

Please describe your customer service experience.

Required Question

Employer

City of Missoula

Address

435 Ryman Street

Human Resources

Missoula, Montana, 59802

Phone

406-552-6130

Website

https://www.ci.missoula.mt.us/

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