The Public Service Commission seeks an Assistant Commission Secretary to serve as the first line of communication and contact for agency staff, Commission, commissioners, members of the public, industry representatives, service providers, and vendors. Work includes drafting minutes, agendas, inventory tracking, and bi-weekly payroll processing. This position reports to the Commission Secretary. This position offers a unique opportunity to work with an innovative state agency. The successful candidate will join the Centralized Services team and find the work to be interesting, meaningful, and critical to our agency’s goal of serving the citizens of Montana extraordinarily well. Duties: Serves as agency receptionist and greets visitors, answers the main phone line, assigns visitor badges, and ensures guests sign in and out. Creates and edits documents, prepares agendas, posts meeting notices and takes meeting minutes; composes official correspondence upon request and seeks input to correspondence. Compiles, organizes, and distributes materials for Commission meetings. Facilitates in-person and virtual meetings. Monitors and updates electronic calendar and schedules. Sends, receives, processes, and distributes mail and shipments. Monitors office supplies and orders items with adherence to budget and procurement policies. Assists with inventory and records management. Facilitates travel, training, and meeting arrangements for Commissioners and other staff as requested. Ensures consistent front desk coverage and develops office procedures in coordination with the Commission Secretary. Processes bi-weekly payroll, verifies hours worked, correct coding in timesheets, sends reminders to staff, research and resolve discrepancies, and submits payroll to the Accounting Financial Analyst. Assists with basic bookkeeping duties including, accounts receivable transfer receipts, and tracking/attaching documentation for expenses. Required Application Materials A completed Montana state application, cover letter, and resume. Competencies Knowledge of professional office, reception, and administrative practices. General knowledge of basic bookkeeping. Excellent professional written and verbal communication skills. Effective interpersonal skills, teamwork, and customer service skills. Organization, detail oriented, self-motivated, and time management skills. Strong typing skills and proficiency with Microsoft Office Suite platforms including Excel, Word, Outlook and PowerPoint, fax, printers, scanners, office phone system, and computers to input, retrieve, and analyze information. Ability to manage electronic meetings and operate multi-faceted audio/visual equipment, Zoom, Teams, and other technologies. Ability to take meeting minutes and proofread documents. Ability to establish and maintain professional working relationships. Ability to recognize and maintain confidentiality including proper release of information. Ability to learn payroll processing and proficiently use database, document processing, and other technology platforms. Ability to research, learn, understand, and correctly apply policies and procedures; evaluate information and determine appropriate action. Ability to maintain an organized and professional reception area including the common areas. Minimum Qualifications (Education and Experience) Education and Experience Associate degree and two years of administrative assistance experience. High School diploma or GED and four years of administrative assistance experience. Preferred experience providing support to executive staff. ------------------------------------------------------------------------ **Title:** *Assistant Commission Secretary* **Location:** *Helena* **Requisition ID:** *25140064*