Administrative Assistant - Sanitarian​/Solid Waste

This position is responsible for providing clerical support and coordinating responsibilities with the Madison County Sanitarian and Solid Waste Departments.

Composes, types, and transcribes letters, articles, forms, public notices and memorandums. Processes incoming and outgoing mail; establishes and maintains all filing systems; and inventories equipment and supplies. Answers telephone inquiries, schedules appointments and acts as an intermediary on routine matters. Responsible for preparing and submitting appropriate expense and claim forms for payment as well as any billings originating from these departments.

Must have the ability to prioritize work schedule.

• Perform routine clerical work, including screening correspondence, telephone calls; greet visitors and provides necessary forms and applications; process incoming and outgoing mail and emails, refer matters not needing the personal attention of the Sanitarian to the appropriate staff personnel; track progress to insure timely reply by supervisor or staff as needed.

• Answer a variety of routine and semi-technical questions related to the organization, functions, procedures, regulations, and programs of the department after determining that information may be given; answer inquiries for complaints which do not need policy interpretation or expertise.
• Compose letters, memoranda, correspondence, summaries, resolutions, or notices from general instructions or in accordance with regulatory guidelines and accepted work procedures; type and distribute materials according to subject matter or routing and mailing procedures.
• Prepare DPHHS inspection forms for the Sanitarian.
• Forward all new applications along with proper fee to DPHHS.
• Track Subdivision, Rewrite and Removal of Sanitary Restrictions applications.
• Regularly provide information to the DOR regarding septic permits.
• Perform a variety of clerical functions related to the updating of regulatory manuals and resource binders, requisition of supplies and equipment, maintenance,
• Maintain calendars with payroll due dates as well as deadlines for claims to be paid; confirm or reschedule appointments based on mutual agreement and knowledge of Supervisor’s work schedules, and notify appropriate persons and interested parties of rescheduled appointments.
• Set up and maintain files for Septic, Water and Sewer Districts, Public Water Supply, DPHHS, Petroleum Releases, Department of Revenue Alcohol License inquiries, Underground Storage Tanks, Licensed Installers, Septage site applications, Pumper Licenses, and MOU’s with the neighboring counties, in a chronological, alphabetical, or numeric file system according to the managerial requests, functional use or administrative guidelines. Maintain files according to the Montana State Records Management System.
• Collect and process fees for Septic applications.
• Prepare yearly renewals for licensed County Septic Installers, including issuing licenses, collecting fees and maintaining the data base.
• Process Solid Waste fee refund requests at the direction of Sanitarian and Solid Waste Board and coordinate information with Department of Revenue.
• Perform routine clerical work, including screening correspondence, telephone calls; greet visitors and provides necessary forms and applications; process incoming and outgoing mail and emails, refer matters not needing the personal attention of the Sanitarian to the appropriate staff personnel; track progress to insure timely reply by supervisor or staff as needed.
• Dispatch the container rental system, collect applications, track, bill and collect fees for the use of them.
• Maintain files on the tonnage from 5 transfer sites on the east side of the county taken to Logan Landfill, compare…