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Montana Career Opportunity – Operations Administrative Assistant – Mission West Community Development Partners

Mission West

Date Posted: May 10, 2022

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Job Description




CLASS TITLE:  Operations Administrative Assistant

REPORTS TO:  Administration Operations Manager

FSLA STATUS: Full Time/Non-Exempt


SUMMARY:  Reporting to the Manager of Operations Administration the duties and responsibilities of the Operations Administration Assistant include providing administrative support to the business units of MWCDP to ensure efficient operation of the administrative function. The Operations Administration Assistant supports Business Unit Directors and managers through a variety of tasks related to organization administration including interfacing with the public . Effectively communicate via phone, email , zoom and through written correspondence  is required .  Ensuring that all duties are completed accurately and delivered with high quality and in a timely manner are essential to success.


Success in the position of Operations Administration Assistance will lead to opportunities for advancement and promotion  within operations administration as well as various positions of increased responsibility and authority throughout the organization.






This position is essential to the success  of the organization’s administrative function . Duties and responsibilities include but are not limited to:

  • Perform routine clerical and administrative work that includes answering phones, greeting the public, receive and distribute incoming mail, processing outgoing mail, typing, copying, faxing, scanning, etc.
  • Assists the Bookkeeper with various tasks as assigned by the Administration Operations Manager: (training will be provided)
  • Open all the mail and distribute to the appropriate department
  • Process all accounts payable invoices, including attaining approvals to pay and entering into Quick books
  • Process all incoming checks and log into the appropriate registers
  • Process all credit card receipts, including attaining approvals and entering into Quick books
  • Maintain conference room schedules and assures meeting rooms are clean and set up in advance as required. Keeps conference room notice boards up to date.
  • Maintain the office sign in/out board and keep the Outlook Shared calendar up to date and accurate.
  • Schedule staff meetings, prepare and distribute meeting agenda.
  • Keep track of office supplies, conference room supplies and cleaning supplies and notify Administration Operations Manager of items needed.
  • Help maintain library of forms for Human Resources & corporate communication materials.
  • Bank and Post Office runs as needed.
  • Other duties as assigned



Duties and responsibilities include but are not limited to:

  • Assist with the workshops, scheduling, data input, promotion of workshops through social media, email, sign up clients for workshops, review distribution materials for workshops with instructors before distribution, monitor and track workshops
  • Data input for Community Focused Economic Development team into Neoserra on a monthly basis. (Training will be provided.)
  • Assist with client registrations with Flathead County Community College. Intake information to signup clients taking Business sponsored workshops. Maintain records for payment, input for classes taken and quarterly reporting.
  • Assist in preparations for community outreach events
  • Other duties as assigned


SUPPORT TO THE MMFEC DEPARTMENT – Quick Books Data Entry for Client Billing and Accounts Payable Invoices ( 25%)

  • Process incoming mail for MMFEC and distribute as necessary
  • Enter MMFEC Accounts Payable invoices in Quick Books
  • Enter MMFEC client billing in Quick Books
  • Enter MMFEC client warehouse storage billing in Quick Books
  • Process monthly MMFEC client statements
  • Maintain MMFEC client Accounts Receivable files
  • Enter TA and other data into Neoserra






High school graduate, associate’s degree or bachelor’s  degree  with specialized course work or experience in general office practices such as word processing, spreadsheet applications, filing, and customer service.  Work experience in  a busy office environment and capacity to multi-task and work with others is critical.



  1. Working knowledge of modern office practices, procedures and equipment; good telephone skills; ability to effectively meet and deal with the public; ability to communicate effectively, verbally and in writing; and the ability to handle stressful situations.
  2. Attention to detail and problem-solving skills; able to organize filing system and files.
  3. Time management skills and ability to multi-task and prioritize work.
  4. Familiarity with MS Office programs and aptitude for working with systems and software.
  5. Must maintain a high degree of professionalism and confidentiality with all aspects of work.




The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Hours are flexible  with the consent of supervision. While performing the duties of this job, the employee is regularly required to sit, talk and hear. Vision abilities include close vision, distance vision and ability to adjust focus. The employee must have a valid driver’s license, may be required to climb stairs and be flexible enough to work in changing environments or respond to changing needs of the organization.  Must be able to lift up to 30 pounds.


Effective Date:  6/5 /2022


Compensation Range: $30,000 – $ 34,000 (annualized)



  • Health insurance for employee, 100% employer paid
  • Option of adding dental, vision, additional life insurance, and family coverage at employee expense
  • 3% pension match on a Simple IRA
  • 11 Paid Holidays
  • 80 hours annually of Paid Time Off
  • One week of sick leave annually
  • Flexible Hours/Days with Employer Consent


Mission West Community Development Partners is an

Equal Opportunity Employer



How To Apply

Cover letter and resume to Jim Thaden, Executive Director – Mission West Community Development Partners
Email:  [email protected]


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