Administrative Assistant

Vacancy Announcement 

We are accepting applications for: Administrative Assistant for Extension
Date Posted: October 05, 2026
Closing Date: November 09, 2026 at 5:00 p.m.                       

About the Department and Position
Extension provides services and programs to support our community via 4-H & youth development, agriculture & horticulture, natural resources, and community & economic development. This position is under the direct supervision of the Extension Agent. This is a permanent, full-time, forty (40) hours a week position.

Position Overview
This position provides support to Extension by coordinating and performing a wide variety of the office’s administrative activities. Performs clerical functions such as greeting visitors, answering telephones, and responding to inquiries from citizens. Provides information and/or refers questions about various Extension Programs. Assists the Extension Agent with a broad range of clerical tasks. Provides support for agricultural and 4-H programs.

Required Education and Experience
Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. A minimum of one (1) year of administrative/clerical work experience is required. Must be proficient in Microsoft Office Suite.

Preferred Education and Experience
Previous experience in Extension is preferred.

Additional Eligibility Qualifications
Must possess or obtain a Montana driver license within thirty (30) days of employment. As this position may have unsupervised contact with juveniles, is subject to a pre-employment criminal background check. This position may use a County owned motor vehicle and will undergo a motor vehicle driving history review.

Benefits
We are proud to offer an excellent benefit package to our employees including health insurance, ten (10) paid holidays per calendar year, sick leave, vacation leave, and an Employee Assistance Program. This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Applicant Pool Statement
If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.

How to Apply
Applications and a complete job description are available at the Human Resources office, 10 W. Fallon Avenue, Baker, Montana or online at www.falloncountymt.gov. You may submit your application online at www.falloncountymt.gov; or via mail to: Human Resources Manager, PO Box 846, Baker, Montana, 59313; or email to straubj@falloncountymt.gov; or stop by the Human Resources office in the Courthouse. Questions may be directed to Julie Straub 406-778-8164.

Fallon County Job Description

Fallon County provides equal employment opportunities to all employees and applicants without regard to race, color, sex, religion, sexual orientation, national origin, disability status, genetic information, pregnancy, age, protected veteran status, or any other characteristic protected by federal, state, or local laws. Applicants with disabilities who need accommodation with the application or selection process should contact Human Resources.

Job Overview
This position provides support for Extension by coordinating and performing a wide variety of the department’s administrative activities. Greets visitors, answers telephones, and responds to inquiries from citizens. Provides information and/or refers questions about various Extension Programs. Assists the Extension Agent with a broad range of clerical tasks.

The following is representative of typical work performed but is not necessarily limited to these specific tasks/areas:

Essential Functions
Office Support – Performs routine office tasks including answering the telephone, directing calls, taking accurate messages, and/or responding to queries for Extension and other surrounding offices. Tracks telephone calls and visitors related to one of the Extension programs. Prepares forms (type, format, and edit), invoices, letters, and other types of correspondence as needed, using word processing, spreadsheet, database, or office specific programs. Manages address databases and completes all mailings. Picks up mail, date stamps and sorts. In the absence of the Weed Coordinator assists with chemical sales. Files documents, orders office supplies, and completes County inventories. Updates MSU publications rack with most recent MontGuides. Schedules the basement conference room for various groups/activities. Assists with nitrate and water testing as allowed by statute and MSU Extension; orders supplies as needed. Accepts various samples such as soil, grain, plant, or insect; packages in accordance with lab specifications and mails in timely manner. Tracks loaned equipment and resources. Performs basic accounting tasks including receiving monies and making deposits. Reconciles monthly bank statements. 

Program Support – Communicates with customers, employees, 4-H leaders and members, and other members of the public to answer questions and provide information about various Extension programs. Updates the Extension website and Facebook pages. Communicates the needs and concerns to the Extension Agent. Reviews and audits 4-H clubs financial records to ensure monies are utilized appropriately and correctly. Prepares written notification to each club to notify of audit findings and recommendations. Assists the Extension Agent with the Private Pesticide Applicator Program and Forage Nitrate testing, providing testing information and conducting tests; may participate in workshops. Promotes Extension workshops and programs through various publications and advertisements.

Fair – May assist with various projects in preparation for the fair. Provides assistance as needed with revision of fairbooks and assembly of fair packets. May attend the fair, participating as a resource for Extension Agent, Council members, leaders, and members. May participate in the set up and tear down of the livestock barn which may include carrying boxes, supplies, and moving portable equipment. 

Event Support – Assists the Extension Agent in planning and organization of various events and activities including but not limited to fairs, Spray Day, Winter Ag Series, and Achievement Night. This may include reserving locales, advertising, event set up, ordering supplies/prizes, and completing guest registrations. Research topics to support events; creates pamphlets and programs. Promotes and sets up advertising in variety of venues including local newspapers, flyers, newsletters, and Facebook. Updates the Extension calendar for local papers. Participates and serves as the Extension representative at the Health Fair; sets up booth.

Competencies
The knowledge, skills, abilities, and other characteristics to perform this work include but are not necessarily limited to: Accountability, Active Listening, Adaptability, Attention to Detail, Basic Accounting, Commitment, Computer Skills, Confidentiality, Creativity, Customer Service, Dependability, Extension Programs, Flexibility, Initiative, Innovation, Integrity, Interpersonal Relationships, Multi-task, Organization, Oral Comprehension, Oral and Written Expression, Planning, Problem Solving, Professionalism, Sensitivity, Teamwork, and Time Management.
This position requires considerable knowledge of office administrative practices and techniques, including records management as well as strong familiarity with Extension-related programs. Must possess strong customer service skills to effectively meet the needs of patrons and visitors to Extension and other County offices. Ability to communicate effectively with adults and children. Ability to manage multiple projects without compromising expected results. Possess accurate writing skills and ability to produce grammatically correct correspondence and news articles. Ability to maintain confidentiality of sensitive information and documents. Requires the ability and skill to multi-task, address multiple projects, and customers while maintaining composure, professionalism, and quality of work.

Ability to effectively utilize Microsoft Office Suite programs including creation of spreadsheets with complex formulas. Must be able to learn department specific software programs. Ability to accurately transfer data in spreadsheets and compile information using various software programs. This position requires the ability to understand and apply basic accounting concepts and practices such as balancing accounts, credit/debit function, preparing reports, and reconciling bank statements.

Demonstrate the ability to interact courteously and effectively with a variety of personalities, including Council members, volunteer leaders, parents, members, Commissioners, elected officials, County employees, and the public. Possess excellent customer service and interpersonal skills to resolve questions and concerns using good judgment and discretion. Respond to questions, requests for service, and assistance with courtesy and respect. Demonstrate strong interpersonal skills and professionalism in all interactions. Display empathy and ability to appreciate diverse viewpoints. Respond calmly and effectively to stressful situations. Ability to explain detailed and complicated information in simple, understandable terms. Listen to and understand information and ideas presented through spoken words and sentences. Communicate information and ideas in speaking so others will understand; explain rules and procedures clearly. As part of our workforce, maintains consistent communication with all County employees, our customers/patrons, and the public via County owned communication systems including but not limited to email, office telephone, work cell phone, text, and SMS/IM.

Demonstrate initiative, common sense, and good judgment. Follow instructions and responds to management direction; takes accountability for own actions. Ability to work with little direct supervision; to understand, interpret and follow instructions and directives. Self-directed with ability to meet deadlines when unsupervised. This position must function as part of a team, working for the betterment of Extension, Fallon County, and our community.

Safety
Safety is a primary duty and a personal responsibility. County employees are responsible for reading, understanding and following safety rules and procedures as identified within County Policy, our Safety Program as well as at each department/work location/JSA. This position is responsible for wearing PPE as identified in the JSA or when working in areas where there is danger of injury.  Responsible for wearing suitable work clothes as determined by the Supervisor. Reports all injuries, hazards and/or near misses utilizing established reporting forms and procedures. Knows the location of first aid kits, fire extinguishers, and other safety devices. Attends all safety meetings including annual training. This position will not perform potentially hazardous tasks or use any hazardous material until properly trained.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This position primarily works in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers, 10 key calculators, filing cabinets, and fax machines. This position occasionally works in home settings for meetings, outdoors, and the Fairgrounds, including a livestock barn. Work performed outdoors may be in a variety of inclement weather conditions including but not limited to heat, rain, and wind.

Required Education and Experience
Employment with Fallon County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. A minimum of one (1) year of administrative/clerical work experience is required. Must be proficient in Microsoft Office Suite.

Preferred Education and Experience
Previous experience in Extension is preferred.

Additional Eligibility Qualifications
Must possess or obtain a Montana driver license within thirty (30) days of employment. As this position may have unsupervised contact with juveniles, is subject to a pre-employment criminal background check. This position may use a County owned motor vehicle and will undergo a motor vehicle driving history review.

Compensation
Our Fiscal Year 2026-2027 compensation schedule for an Administrative Assistant is as follows:
Administrative Assistant (at hire):                             $20.54 per hour
Administrative Assistant 1 (completion of year 1): $20.96 per hour
Administrative Assistant 2 (completion of year 2): $21.38 per hour
Administrative Assistant 3 (completion of year 3): $21.79 per hour
Administrative Assistant 4 (completion of year 4): $22.21 per hour
Administrative Assistant 5 (completion of year 5): $22.63 per hour

This schedule is reflective of and will be adjusted for a Cost-of-Living Adjustment as approved by the Fallon County Commission.

Benefits
We are proud to offer an excellent benefit package to our employees including health insurance, ten (10) paid holidays per calendar year, sick leave, vacation leave, and an Employee Assistance Program.

This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Position Type/Hours of Work
This is a permanent, full-time, forty (40) hours a week position, Monday – Friday, 8:00 a.m. to 5:00 p.m., with a one (1) hour lunch period. Occasionally the demands of the department may result in additional hours.

The schedule for the week of the Fallon County Fair will be determined at that time; hours worked in excess of forty (40) within our established work week will be compensated at time and half for overtime. Must be able to work the duration of the Fallon County Fair.

Physical and Environmental Demands
Performing the essential functions of this position requires periods of extended computer use. The employee is frequently required to sit for long periods as well as to stand, sit, bend, and reach with hands and arms. May be required to lift up to fifty (50) pounds. Specific vision abilities include close vision, distance vision and depth perception. This position works in a variety of working conditions, walking on outside terrain, and working in inclement weather (heat and cold). The noise level in the work environment is usually moderate to occasionally loud. Exposure to a variety of animals and their feed during workshops, fair, and other activities