Administrative Manager jobs in Montana

This position is located in the Judge Guenther Memorial Center and provides executive assistance to the Director of Court Services as well as technical and administrative support to the programs within Court Services.  This position requires the ability to multi-task within a team environment as well as the ability to maintain strict confidentiality in handling sensitive data, records and information. Typical duties include employing nationally recognized accounting principles, maintain accurate records of expenditures, reimbursements, revenues and assisting the Director with budget preparation, reviewing invoices for accuracy and submitting through (MUNIS) or similar software; creating payments and reconciling expenditures and revenues; collections, billing, and monitoring accuracies in regards to fees; entering data into information management systems,  conducting Victim Impact Panel and Community Service enrollments, assisting with Victim Impact Panel registration, greeting visitors; directing clients; collection of fees from defendants, answering telephones; conducting periodic inventories of resources; assisting the Director to review and develop procedures related to the position.  This position reports to the Director of Court Services.

Each duty listed below makes up at least 5% of the job, and all other functions are included in Other Duties as assigned.   All duties below are essential functions unless otherwise indicated.

OFFICE MANAGER DUTIES 

• Reviews, understands and responds to defendant’s questions concerning court referrals, bail release conditions, orders and other criminal justice documents.
• Greets visitors and responds to questions or locates the appropriate staff or officer to assist the visitor with the purpose of their visit.
• Answers the telephone and provides assistance to callers by responding to general and specific inquiries, interpreting information needs, directs traffic and/or fields daily calls from the public, defendant check-ins, community service workers and outside agencies locating applicable resources or connects them with the appropriate staff member or officer.
• Coordinates and performs overall accounts receivable and payable processing for the Court Services.
• Ensures appropriate reimbursement to Court Services. 
• Receives, deposits, and reconciles monies from Court Services Programs. Prepares associated reports.  
• Balances budget reports and adjusts/modifies as needed to ensure accuracy of information.
• Tracks all expenditures and revenues/ reimbursements for a fiscally responsible outcome.
• Responsible for coordinating and ensuring accuracy and timeliness of the claims process for Court Services.  
• Charges claims to proper accounts.    
• Compares invoices from vendors with documentation on file for appropriate vendor name and address, dollar amount, invoice numbers, dates, appropriate coding, etc.  Verifies the invoice is correct by reviewing all details.  Checks for errors and researches discrepancies by contacting the vendor to gather additional information, checking procedures and makes adjustments to ensure accuracy.  
• Prepares claims following the Gallatin County Auditor’s Office procedures.  
• Audits budget allocations against expenditures to ensure accuracy and reliability.
• Quarterly works with Auditing Department to assist with the audit of Court Services accounts and assets
• Process paperwork for Court Services Assets and monitor and apply the asset tags Dispose of assets as needed, using proper procedures.   
• Prepare weekly deposits.
• Orders, tracks and keeps an inventory on all supplies and conducts periodic inventories of resources.
• Provides routine office duties including copying, faxing, emailing, certified mailings, etc. of various documents and develops computer generated signs and forms.
• Maintains and keeps the current mailing lists up to date.
• Enters information and data into the Court Services Department database.
• Assists with grant development and reporting.
• Documents drug and alcohol testing into the Court Services database.
• Assists with community corrections, including enrollments in Victim Impact Panels and the Community Service program.  Assists with Victim Impact Panel registration on the night of the event.  Perform other clerical duties for Court Services staff as needed.
• Provides administrative review of documents created by staff.
• Provides a basic understanding of policies and procedures to the Court Services employees i.e., helping with time sheets, vacation, comp-time, leave requests, etc.
• Maintains Department policies and procedures library and coordinates with supervisors to update annually or as needed.
• Assists the Director with budget reviews and development of fiscal budget planning and development.
• Maintains statistical information for evaluation of goal achievement.

This position requires the knowledge of the local court system; criminal proceedings; court orders knowledge of federal and state laws governing governmental fair practices; reconciliation of revenues and expenditures and collection; creation of deposits; standard office procedures; record keeping; thorough knowledge of modern business machines and general knowledge of grant development and revenue.  This position must have strong computer skills in Microsoft Word, Excel, Outlook, web pages, the Internet and various other office software methods, practices and procedures.  Position must have the ability to apply knowledge; type and calculate accurately; perform administrative duties; exercise courtesy and tact in receiving the public and in giving and obtaining information; follow written and oral instructions; communicate effectively both verbally and in writing and establish and maintain cooperative relationships with those contacted in the course of work. In addition, this position must have excellent telephone skills; good listening skills and must be able to take messages accurately; have the ability to calmly and appropriately assist an occasional angry or hostile individual; ability to multi-task, prioritize, organize and problem solve.  This position requires the ability to multi-task within a team environment as well as the ability to maintain strict confidentiality in handling sensitive confidential criminal justice data, records and information.

Located in a sweeping valley in the heart of the Rocky Mountains, Gallatin County is the most populated and fastest growing county in scenic southwest Montana. The County Seat of Bozeman at large encompasses over 50,000 people, yet has a small town feel. Located in a breathtaking Rocky Mountain setting, it is close to world-class downhill skiing, blue ribbon trout streams, Yellowstone National Park and a multitude of other outdoor activities in the pristine nearby wilderness areas.

Gallatin County covers over 2,500 square miles of mountain lands varying in topography and climate from temperate river valleys to snow-capped peaks and open ranch lands. Nearly half of all the land in Gallatin County is under public ownership by the Gallatin National Forest, the State of Montana, Bureau of Land Management or the National Park Service.

Gallatin County is large and diverse, featuring everything from the spectacular scenery of Yellowstone National Park (our first National Park) to lush farmland, and a growing economy of high-tech industries. Skiers, outdoor enthusiasts, wildlife watchers, mothers and fathers, business owners, vacationers, ranchers, retirees, students, and many others have grown to love Gallatin County's boundless opportunities.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation. 

To please be prepared to attach the following required documents to be considered:

• Resume
• Three (3) work references
• Cover Letter

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.