Administrative Specialist III

Are you an organized, adaptable professional who thrives in a fast-paced environment? The Missoula Parking Commission is seeking an experienced Administrative Specialist III to provide essential administrative and technical support that keeps our operations running smoothly. In this role, you'll be a Key administrative resource for the department—handling everything from customer service and records management to data entry and internal coordination. Your work will directly support the efficiency of our services, helping ensure Missoula's parking system remains accessible, responsive, and effective for our community. This position offers the perfect blend of independent responsibility and collaborative teamwork. You'll manage a variety of critical functions—like processing payments, coordinating departmental communication, assisting with payroll and onboarding, and maintaining our records and digital platforms. If you're someone who enjoys variety in your workday, is comfortable juggling multiple priorities, and takes pride in delivering excellent service, we encourage you to apply and bring your skills to a team that helps keep Missoula moving. Priority screening of applications will begin on Wednesday, April 22, 2026. Applicants applying on or after this date will only be considered if a competitive applicant pool is not received.

To Apply:

All applicants must submit the City of Missoula application AND Cover Letter explaining your interest in this position and detailing how your experience and education meet the qualifications. Failure to attach the cover letter will result in your application being incomplete, and therefore, not reviewed by the hiring manager. Resumes will not be reviewed. All details should be entered on the application. •The full range for the position is $25.49 - $29.69/hour and will increase each year for longevity and cost of living adjustments. This position exists within multiple departments each with varying duties and responsibilities specific to the business needs of the assigned department and/or work unit(s); not all items listed will apply to every position; some departments/work units may have multiple Administrative Specialist III positions dividing responsibilities into their area of focus. Oversee assignment of administrative support functions for the department or work unit, including training and directing work of part-time, temporary, or volunteer employees. Perform customer service functions such as greeting patrons, receiving, and securing payments, providing general information and direction to inquiries regarding policies and services, etc. Provide routine administrative support through answering phones, distributing mail, ordering office supplies, monitoring and scheduling appointments and/or facilities, routing contracts for signatures, preparing reports, making copies, etc. Maintain inventory of various supplies and equipment, including office supplies, staff uniforms, communication devices, tools, etc. Oversee and maintain files, records, databases, policy manuals, correspondence, and other documents. Assist in managing records disposal, in accordance with current standards. Draft and distribute written materials, including memoranda, correspondence, brochures, etc.; design and format forms, reports, and department/work unit procedures; compile statistical data. Coordinate department/work unit processes and services with various City and community entities to ensure coordination and alignment of activities. Provide administrative support to various committees, boards, and commissions, including preparing and distributing agenda packets, audio/visual technical assistance, recording and transcribing meeting minutes, etc. Coordinate and maintain safety meetings and materials. Perform data entry from various sources into department specific databases and web-based applications; process and prepare requests for information from various databases and applications; analyze various data points to provide accurate information to assist in various aspects of the department. Maintain department's website and social media platforms according to City standards. Serve as the payroll coordinator by verifying accuracy of time sheets for department staff and generating reports. Coordinate various personnel functions, including tracking new hires, assisting with onboarding, processing hire paperwork and personnel forms, assisting with training modules, etc. Perform department/work unit accounts payable functions, including monitoring department budget by processing purchase orders, and coding and tracking invoices/journal entries; verify billing accuracy; perform various account reconciliations; prepare periodic budget reports; assist in annual budget preparation, auditing, and various accounting schedules; recommend cost saving measures. Perform department/work unit accounts receivable functions, including calculating and distributing monthly bills for services rendered, reconciling deposits, collections, tracking vendors and contracts, etc. Coordinate IT support and/or serve as dual factor authentication administrator. Provide support to various programs and/or projects related to assigned department/work unit(s). Perform other duties, as assigned. Knowledge of general office principles, procedures, and practices, including data entry, record management, generating reports, etc. Skill in operating office equipment, using various computer software and databases, including Microsoft 365, and the ability to learn job-specific applications and equipment. Skill in communicating, in person and writing, with the proven ability to establish and maintain effective working relationship with diverse individuals. Skill in managing multiple projects with keen detail and accuracy, and the ability to prioritize tasks with shifting priorities and timeline demands. Skill in multitasking in a fast-paced environment, while providing effective customer service. Ability to problem-solve and resolve conflicts with facilitating outcomes while maintaining a calm demeanor. Ability to research, analyze, and prepare reports and document facts and actions. Ability to learn how to understand and interpret various contracts. Ability to learn how to assess various situations to determine appropriate actions. Ability to learn City and departmental policies, procedures, and practices, including the ability to interpret various local, state, and federal regulations, and standards. Ability to maintain and exhibit integrity and discretion in handling confidential and sensitive information.

Working Conditions:

Position may require the ability to lift and maneuver 30 lbs. or less. Work environment may involve exposure to grease, oil, and dusty conditions. Duties may involve significant contact with the public, other employees, and/or vendors. Any combination of education and experience equivalent to three (3) years of administrative support experience. Some departments may have additional requirements, such as: certifications, driver's license, and/or background checks. The City of Missoula does not sponsor employment visas (e.g., F-1, H-1B, TM). Applicants must be authorized to work in the United States on a full-time basis at the time of application.