Administrative Clerk/Assistant to Commission

Administrative Clerk/Assistant to Commission

Salary

$23.21 - $26.64 Hourly

Location

Gallatin County Courthouse- 311 W. Main St, Bozeman, MT

Job Type

Full-Time

Job Number

00875

Department

Clerk & Recorder

Opening Date

08/14/2026

• Description
• Benefits

POSITION OVERVIEW

This position is located in the Clerk and Recorder's Recording Office and is responsible for maintaining accurate documentation of County Commission meetings, providing assistance to the public, receiving and recording various documents, and performing various other duties as assigned. The position reports to the Recording Supervisor and does not supervise staff.

• Prepares and compiles meeting materials for County Commission weekly public meetings. Locates and compiles necessary paperwork, prepares and ensures the availability of required meeting supplies, and provides materials to meeting participants as needed.
• Participates in Commission meetings by attending meetings, operating recording equipment and software, preparing a record of actions taken and speaker's comments for the permanent record.
• Documents, processes, and maintains records related to Commission decisions and actions as noted in the meeting minutes. Verifies and distributes final written minutes for approval by Commission. Maintains records of all public meeting materials for record retention and accessibility on all applicable public portals.
• Maintains files and indexes of Commission transactions, and provides assistance to individuals (private sector professionals, staff of other county departments, etc.) in locating specific transaction information from the files. Contacts the appropriate party to correct problem(s), return paperwork or refers complex problems to the Recording Supervisor.
• Archives audio recording and approve written minutes of Commission meetings for permanent record. Directs the public to accessible public meeting recording and duplicates Commission proceedings onto CDs for individuals upon request.
• Processes resolutions, contracts, ordinances, RID resolutions, and other legal documents by reviewing documents for compliance with applicable requirements, assigning tracking numbers, distributing documents to affected parties, and filing processed documents.
• Evaluates contract entry in MUNIS for completeness, and aids various county staff with contract entries, procedures, retention, and execution. Follows applicable policies and procedures for contracts approvals, as well as electronically approves fully executed contracts on behalf of the Commission.
• Completes notification procedures of various public hearings in accordance with state statues and county policies.
• Receives various incoming documents for recording, verifies compliance with recording laws and regulations, and collects appropriate fees prior to accepting. Contacts the appropriate party to correct problem(s), returns paperwork, or refers complex problems to the Supervisor.
• Indexes documents into the record management software by identifying and entering document information including buyer, seller, legal description of property, and other information.
• Verifies indexing by reviewing and checking data entered into the record management software in comparison to applicable documentation to ensure accuracy and completeness. Identifies errors and makes corrections as needed based on office policy and uniformity practices.
• Scans and processes various documents, into the permanent public record, in accordance with quality control standards for record retention purposes. Coordinates scanning processes, reviews and proofs scanned documents for quality, and ensures appropriate recording of documents in computer, by operating specialized equipment.
• Accurately conducts platting activities to ensure proper correlation between documents and plat books.
• Processes electronically submitted documents with attention to recording laws and regulations, software specifics, image quality, receipting procedures, and other applicable office policies. Clearly communicates through the electronic portal when rejecting an electronically submitted document to assist customers in resolving identified problems.
• Records and files information to ensure accuracy of records retrieval and compliance with document recording procedures, rules and laws.
• Mails original documents to customers once they have been recorded.
• Creates certified copies of birth and death records and other documents upon request according to established rules, regulations, and procedures. Verifies identification of requestors in accordance with administrative rules and certification requirements, collects applicable fees, and issues documents and receipts.
• Provides assistance to telephone callers and walk-in customers by responding to a wide variety of general and specific inquiries, interpreting information needs, locating applicable resources, or connecting them with the appropriate staff member or offices. Conducts research, thinks critically and problem solves as needed to effectively respond to inquiries (e.g., birth and death records, title research, various land records, etc.).
• Receives fees and monies for various services provided. Determines appropriate fee amounts based on type of service, collects money, enters fee amounts in computer, and issues receipts to customers. Reports and deposits receipted fees with the Gallatin County Treasurer.
• Performs daily balancing of cash stations, including generating and storing financial reports related to the receipt of customer payments. Identifies and resolves receipting errors and reports complex errors to Supervisor.
• Prepares duplicate document images and data extracts for title companies.

Other Duties as Assigned

• Performs a variety of other duties as assigned by supervisor. This includes participating in special projects, occasionally filling in for other employees, participating in ongoing training, assisting with ongoing elections, and a variety of other functions as needed. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

QUALIFICATIONS

This work requires knowledge of state and county laws, rules, and procedures; reading and interpreting legal descriptions and documentation; records management; research methods; customer service techniques; skill in the use of various computer software and systems; and the ability to communicate effectively verbally and in writing. This position must also have the knowledge and ability to handle sensitive and confidential information on a daily basis.

EDUCATION & EXPERIENCE

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school plus one (1) year job-related work experience.

SUPPLEMENTAL INFORMATION

As a condition of hire, the final candidate will be required to successfully pass a criminal background check.

For application consideration, the following documents are required to be attached upon application packet submission:

• Cover Letter
• Resume
• Typing Test (45 wpm, Certified by local Job Services)

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

HEALTH BENEFITS:

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS: Optional pre-tax, out-of-pocket medical expenses & day care expenses

COUNTY PAID LIFE INSURANCE: $50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)

COUNTY PAID LONG TERM DISABLITY INSURANCE: Eligible employees only, benefit duration shortens once a specific age is reached

RETIREMENT:

• County employees are covered by the Public Employee's Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff's Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

PAID PARENTAL LEAVE:

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

SICK AND VACATION LEAVE:

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee's date of hire and can be used as soon as time is in the books.

HOLIDAYS:

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS: Discounted rates are offered at participating clubs with payroll deduction.

EMPLOYEE ASSISTANCE PROGRAM:

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:

• Limited 24/7 services anywhere in the world
• Will and limited legal service

TUITION ASSISTANCE:

• The County offers partial reimbursement of qualifying tuition expenses

BILINGUAL PAY:

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.

Employer Gallatin County

Address 311 W. Main

Room 303

Bozeman, Montana, 59715

Phone 406-582-3045

Website http://www.gallatin.mt.gov