Billings, MT
Job Title: Administrative Assistant / Licensing Specialist
Job Type: Full-time
Location: Billings, Montana
Reports to: Compliance Manager
Job Summary: We are seeking a highly organized and proactive Administrative Assistant / Licensing Specialist to join our team. The ideal candidate will have at least two years of experience in a similar role and will assist in all aspects of licensing, implementing new programs, procedures, methods, and systems. This position requires excellent time management skills, accuracy, attention to detail, and the ability to handle multiple tasks and deadlines simultaneously. The Administrative Assistant will be responsible for maintaining accurate records, managing correspondence, and providing general administrative support across the organization.
Key Responsibilities:
File Management: Maintain both physical and digital filing systems to ensure records are kept accurately and are easily accessible.
Communication: Respond to emails and other digital queries and correspondence promptly. Draft and edit letters, reports, and other documents as needed.
Data Management: Input and update information in databases and spreadsheets, ensuring data accuracy.
Meeting Coordination: Coordinate logistics for meetings, including room setup and catering arrangements.
Document Creation: Use word processing and presentation software to create, edit, and format documents and presentations.
Equipment Management: Operate multi-function printers, including scanning documents, configuring copy settings, and performing light maintenance tasks such as replacing toner cartridges.
Research and Reporting: Conduct research as requested, compile and summarize information for reports or presentations.
Collaboration: Work closely with other administrative staff and provide support to colleagues as needed.
Confidentiality: Handle sensitive information with discretion, ensuring compliance with privacy policies and regulations.
Professionalism: Present a positive and professional image of the organization in all interactions.
Qualifications:
Experience: Minimum of two years of experience working as an Administrative Assistant is preferred.
Skills: Strong time management, multitasking, and flexibility skills. High level of accuracy and attention to detail. Excellent written communication skills and the ability to work well under pressure and meet multiple deadlines.
Problem-Solving: Proactive approach to problem-solving and process improvement.
Independence and Teamwork: Ability to work well independently as well as in collaboration with others.
Licensing: Must have a valid driver’s license and be capable of dealing with State licensing agencies.
Preferred Qualifications:
- Experience with State licensing processes is a plus.
- Familiarity with word processing, spreadsheet, and presentation software.
- Experience handling confidential and sensitive information with discretion.
Deadline for Application: September 2nd, 2024
Equal Opportunity Employer:
Force Solutions, Inc. is an Equal Opportunity Employer. We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other legally protected status. We are dedicated to providing a workplace free of discrimination and harassment.