Administrative Clerk

Mission: Every day at the Montana Department of Justice, our employees are dedicated to ensuring the well-being and rights of the people of our great state. At the Department of Justice we do the right thing for the right reason. If you’re looking for an opportunity to be part of a team that builds a culture of character and excellence, demonstrates collaboration and selfless public service, and upholds the law and pursues public safety, the Department of Justice may just be the career for you.

Please take a moment and watch the linked video to learn how the Department of Justice serves the citizens of Montana.

Job Overview:
The Gambling Control Division regulates all forms of gambling in Montana, except the Montana Lottery and horse racing. The division works to protect the health, safety, and welfare of all citizens of this state by regulating gambling activities and promoting programs necessary to provide assistance to those who are adversely affected by legalized gambling. Division staff seek to balance strict regulation with providing responsive service to the businesses and citizens we regulate.

This position provides records management, reporting, and administrative services to coordinate the ongoing operations and activities of work units within the Operations Bureau and the Gambling Control Division. Duties include records management; providing a range of administrative coordination and support services; and performing a variety of other duties as assigned by the supervisor. This position also serves as the Division’s receptionist to provide effective customer service; coordinate a variety of communications-related services; and maintain a professional atmosphere for agency staff, industry representatives, members of the public, and others. This position reports to the Administrative Officer (#07040) and does not directly supervise others.

CUSTOMER SERVICE AND COMMUNICATIONS

Provides general information to interested federal and state agencies, and the public regarding license application procedures, fees, program services, and other issues by responding directly to general inquiries and referring unusual or program-specific inquiries to appropriate staff to ensure courteous and efficient responses. Records and delivers messages to specific Division staff as necessary.

Greets Division visitors and informs appropriate Division staff of the name and purpose, (e.g., meetings, absences, etc.) of each visit. Assesses visitation requests to anticipate unusual or confrontational situations (e.g., tax and compliance issues, inspection/investigations, etc.) and notifies Bureau Chief or other appropriate staff accordingly. Provides access to secured staff offices by activating electronic door locks as appropriate and locking front window according to procedures.

Receives and process incoming mail by date-stamping, distributing to the appropriate person, and processing as needed.

Compiles and distributes informational materials (e.g., licensing forms, operator application packets, etc.) according to specific information needs of various individuals. This includes requests for specific information as well as related materials identified and recommended by the incumbent.

Tracks and orders general office supplies for the Helena office.

COMPLIANCE RECORDS AND REPORTING

Maintains the Bureau’s Gambling Device Movement Database to ensure the accuracy and availability of essential program information. This involves soliciting and reviewing inventory forms from new licensees; identifying and resolving errors and discrepancies; and recording inventory data and subsequent shipment and acquisition information for more than 80 manufacturers, distributors, and route operators; 1,400 operators; and 16,000 machines.

Examines machine ownership documents as reported for licensing and movement to verify compliance with applicable state and federal regulations. Identifies data errors and/or compliance deficiencies; researches ownership records and compliance histories; confirms accuracy of database records against manual documentation to determine levels of compliance.

FILE ROOM MANAGEMENT

This position is responsible for daily filing of agency records (electronic and hard copy). In addition, this position oversees the divisions active and inactive file management systems by helping develop, implement, and monitor files to ensure Department compliance with state and federal records management policies and procedures; ensures the effective use of space, resources and time; ensures the accessibility, consistency, and accuracy of agency records and ongoing records management activities within and outside the work unit; responds to inquiries and requests received in person, by mail and fax from gambling operators, route operators and accountants for copies of requested documents.

RECORD MANANAGEMENT SYSTEMS

State law requires state agencies and local governments to preserve various kinds of public records for varying lengths of time, according to official state and local government retention schedules. This position is responsible to manage the Division records in an orderly and systematic way. The incumbent manages the program by doing the records inventory and appraisal, scheduling the disposition/destruction of records, prepares procedural updates to the Records Management Policy and Procedure Manual by evaluating newly identified needs or activities to ensure consistency with existing technical specifications and policy requirements (e.g. retention, access/security, etc.), identifies deficiencies and coordinates with Division staff and management to develop viable alternatives.

Qualifications

:

This position requires thorough knowledge of general office software (e.g., word processing, database, spreadsheet, etc.), standard office equipment (e.g., fax machines, photocopiers, multi-line telephones, etc.), and excellent written and verbal communication skills. This position requires knowledge of automated and manual file management systems.

Education

High School diploma or equivalent and one year of job-related work experience such as administrative support, file management, and customer service.

Special Instructions: The selection procedures to be used in evaluating the applicant’s qualification may include, but not limited to, an evaluation of the resume and cover letter, a structured interview, performance test, reference/background checks and fingerprint checks.

• Additional materials, references or information submitted by the applicant, but not requested, will not be considered.

Successful applicant(s) will be subject to:
Criminal History Background Check

Fingerprint Check

Driver Record Check

HOW TO APPLY:
You are REQUIRED to attach a cover letter and resume at the time of application.

In your cover letter please address the following questions:
How do your qualifications and experience directly correlate to the duties of this position and why would you be the best candidate for the job?

What interests you about this job?

In your resume, include all work experience you have held that would help you qualify for this position, including duties and dates of employment (month & year – start & end), including reason for leaving.

A complete state application is not required; however, you will need to initiate the application and attach the cover letter and resume in order to be considered for this position. Failure to attach the cover letter and resume will result in your application being incomplete and will not be considered further.

Only electronic applications will be accepted. Materials submitted but not requested will not be considered in the selection process.

All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an email with instructions on how to submit such documents.

If you need an accommodation with the application process please contact the HR office.

Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment: Not Applicable

Job

: Office/Administrative/Clerical

Salary: $

11.50 – 12.68 Hourly Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings

: 1 Employee Status: Regular Schedule: Full-Time

Shift

: Day Job

Travel

: Yes, 5 % of the Time

Primary Location

: Helena Agency: Department of Justice Union: 000 – None Bargaining Unit: 000 – None

Posting Date

: Nov 3, 2017, 1:50:06 PM

Closing Date (based on your computer’s timezone)

: Nov 11, 2017, 12:59:00 AM

Required Application Materials: Cover Letter, Resume

Contact Name: Michelle Gomez | Contact Email: mgomez@mt.gov | Contact Phone: 406-444-0256