Administrative Specialist I/II

Administrative Specialist I/II

The City of Whitefish is actively recruiting for an Administrative Specialist I/II in our Finance department. This is a career ladder position that will allow for pay progression tied to the advancement of responsibilities and complexity of workload. Such progression is employee-led and not necessarily tied to time in the position. Most newly hired staff are hired in as an Administrative Specialist I, then progress to an Administrative Specialist II. Successful candidates will be placed appropriately within the career ladder based on their directly related experience, education, knowledge, skills and abilities related to the position.

Salary Range: $21.66 - $30.97 per hour (Range 12) = Administrative Specialist I $23.86 - $34.12 per hour (Range 14) = Administrative Specialist II

We welcome your inquiries and encourage you to apply! If you have a passion for serving the public sector, this may be the perfect fit for you.

One of the fastest growing cities in Montana, Whitefish is consistently rated one of the best small towns in America and was named one of the top 25 ski towns in the world by National Geographic. It is located on the shores of Whitefish Lake and the base of Big Mountain – home to Whitefish Mountain Resort. Whitefish also boasts over 36 miles of natural surface single-track mountain biking and hiking trails with 10 trailheads, golfing, world class dining, two professional live theater companies, and is only thirty minutes from Glacier National Park.

Benefits of working for the City of Whitefish include:

• Health, dental, orthodontic, and vision insurance (FY27 the City pays 81% of monthly premium, employee pays 19% of monthly premium pre-tax)
• Generous employer contribution toward Health Savings Accounts (HSA) for those who choose the High Deductible Health Plan (HDHP)
• Free annual biometric screening - Employee and spouse/partner can earn up to $200 incentive for participation
• City Wellness Program - City pays $30 per month to employees to use toward wellness
• 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 is available to employee, spouse/partner, and dependents, monthly premium paid by employee.
• 125 Cafeteria Plans - Optional Pre-Tax Flexible Spending Account (FSA) and Dependent Care Account (DCA)
• Free Employee Assistance Program - 6 free counseling sessions per issue, per person in household
• Optional Deferred Compensation Plan (457) – Pretax and Roth Available
• Optional Aflac Plans including Accident, Short-Term Disability, Cancer, Hospital and Critical Illness
• May be eligible for Public Service Student Loan Forgiveness under the Public Service Loan Forgiveness Plan (PSLF) - click here to learn more and to understand your eligibility
• 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) available after working 1250 hours within previous 12 months and employed for 12 months for qualifying events. Accrued leave utilized concurrently.
• Bereavement Leave - up to 5 paid days off for death of immediate family member
• Jury & Witness Duty Leave
• Military Leave
• 15% -20% discount on Verizon voice plans and select data plans
• T-Mobile exclusive offers with Work Perks – 15% off the Go5G Plus or Go5G Next rate plans
• AT&T discounts also available
• Parks & Recreation After School and Summer Day Camp services provided at no cost to employees
• Whitefish Workforce Assistance Program - designed to help full-time, part-time and seasonal equivalent employees to successfully live and work in the Whitefish area by providing rental assistance – click here to learn more and understand your eligibility.

Apply by: It is in your best interest to submit your online application, resume, and cover letter by the Priority Deadline, Wednesday, July 15, 2026, 5:00 pm. For assistance with online application process, please contact the Human Resources Department at View phone number on click.appcast.io or email View email address on click.appcast.io.

EOE-AA-M/F-VET-DISABILITY

General Purpose: 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. Must work with City personnel, officials, and the public with a helpful, positive, professional, and diplomatic attitude. Must be driven to provide first-class customer service and work with a high degree of accuracy.

Supervision Received: Works under the direct supervision of the City Accountant or designated supervisor.

Supervision Exercised: None.

Job Duties

Essential Duties and Responsibilities:

The list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by the Administrative Specialist (I/II). The following duties are typical for this classification and are not to be construed as exclusive or all-inclusive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Other duties may be required and assigned.

This position serves an important role in the operations of the City and requires a consistent and dependable presence during assigned hours of work. It is expected that every employee should be on time, fully prepared, every day that the employee is scheduled to work.

Promotes and demonstrates the highest level of customer service and responds to citizens' questions and comments in a courteous and timely manner.

Performs customer service duties, including answering phones, receiving the public, and providing customer assistance.

Requires detailed knowledge of current and related policies and procedures based on specific departmental direction.

Maintains confidentiality of sensitive information including but not limited to mail, faxes, credit card information, bank accounts, resort tax receipts, payroll information, and taxpayer identification numbers.

Responsible for receipting 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 according to policies and procedures.

Responsible for preparing correspondence for businesses to obtain or renew business registrations as appropriate and refer non-compliant businesses to the City Attorney's office as appropriate.

Responsible for processing the business registration and liquor license annual renewals and subsequent compliance. Responsible for maintaining and providing business registration information to other departments as required.

Assists with the maintenance of records for resort tax accounts including account setup, proper calculation of tax, posting of payments to individual accounts, collection of delinquencies, and performing account corrections when necessary.

Assist department in providing resort tax account records and assists with scheduling the selected businesses for the resort tax audit.

Responsible for reconciling and balancing cash register daily. May assist Accounts Payable Clerk and City Accountant with the daily bank deposit on occasion and when appropriate.

Responsible for collecting and distributing incoming mail and delivering outgoing mail to the post office and taking bank deposits to the bank daily.

Assists in the departmental revision and creation of processes and forms as appropriate to facilitate the City's service to customers.

May prepare and process weekly accounts payable claims and checks and establish new vendor profiles where appropriate.

Provides assistance to customers with online leased parking system permits and payments.