Administrative Specialist I​/II

The City of Whitefish is actively recruiting for an Administrative Specialist I/II in the Finance department. This is a career ladder position that will allow for pay progression tied to the advancement of responsibilities and complexity of workload. Individuals are typically hired as an Administrative Specialist I and may advance to Administrative Specialist II based on their experience, education, knowledge, skills and abilities related to the position.

Salary Range:
Administrative Specialist I (Range 12) – $21.66 to $30.97 per hour;
Administrative Specialist II (Range 14) – $23.86 to $34.12 per hour.

• Health, Dental, Orthodontic, and Vision Insurance (City pays 81 % of monthly premium, employee pays 19 % pre‑tax)
• Employer contribution toward Health Savings Accounts (HSA) for those who choose the High Deductible Health Plan (HDHP)
• Free annual biometric screening – employees and spouses/partners may earn up to $200 incentive for participation
• City Wellness Program – City pays $30 per month for wellness use
• Corporate rate membership to The Wave health club (billed to City and deducted through payroll)
• Montana Public Employees Retirement System (PERS) – includes employer and employee contributions
• 15 days of paid vacation earned per year (starting)
• 12 days of paid sick leave earned per year (starting)
• 12.5 paid holidays per year
• One paid personal day per year (8 hours)
• $25,000 employer‑paid Life and Accidental Death & Dismemberment Life Insurance Policy for employee and $5,000 for spouse/dependents; voluntary life available to employee, spouse/partner, and dependents (employee pays monthly premium)
• 125 Cafétiar Plan – Optional Pre‑Tax Flexible Spending Account (FSA) and Dependent Care Account (DCA)
• Free Employee Assistance Program – 6 free counseling sessions per issue, per household member
• Optional Deferred Compensation Plan (457) – Pretax and Roth available
• Optional Aflac Plans including Accident, Short‑Term Disability, Cancer, Hospital and Critical Illness
• City paid continuing education, training and development (as approved by supervisor and City Manager)
• FMLA – up to 12 weeks of unpaid, job‑protected leave per year (rolling calendar year) after working 1250 hours within previous 12 months; accrued leave may be utilized concurrently
• Bereavement Leave – up to 5 paid days for death of an immediate family member
• Jury & Witness Duty Leave
• Military Leave
• 15 %–20 % discount on Verizon voice plans and select data plans
• 15 % off T‑Mobile Go5G Plus or Go5G Next rate plans (exclusive Work Perks offer)
• AT &T discounts available
• Parks & Recreation After‑School and Summer Day Camp services provided at no cost to employees
• Whitefish Workforce Assistance Program – rental assistance for employees (eligibility information available on the City website)

Performs excellent customer service duties to meet community needs by answering and directing phone calls, receiving the public, providing visitor assistance, and receipting payments for licenses, fees, permits, resort tax, and utility bills. Performs routine clerical duties, maintains various customer accounts, and completes filing and transaction processing. Performs clerical accounting work, including daily balancing of cash drawer and preparing deposits. Works with City personnel, officials and the public with a helpful, positive, professional, and diplomatic attitude and maintains a high degree of accuracy.

• Promotes and demonstrates the highest level of customer service and responds to citizens’ questions and comments in a courteous and timely manner.
• Receipts miscellaneous payments and account receivables in person and over the phone using cash, checks, credit, and debit cards for utilities, resort tax, business registrations, liquor licenses, building permits, special event permits and other City‑wide receipts.
• Facilitates departmental and State approvals for special event applications per policies and procedures.
• Prepares correspondence for businesses to obtain or renew business registrations and refers non‑compliant businesses to the City Attorney’s office when…