Administrative Assistant

Work Unit Overview: 

The Oil and Gas Division supports the Board of Oil and Gas Conservation whose primary responsibilities are the prevention of waste of oil and gas resources and prevention of contamination or damage to land or underground resources by drilling, production, or injection operations.   Permits are issued to drill oil, gas, or Class II injection wells and monthly reports are required for each well type that is drilled and completed.  Well activities are monitored until the well is abandoned and the location reclaimed.  Requirements are established by statute, rule, or board order. 

In addition to its regulatory responsibilities, the division is responsible for maintaining and making available well data, monthly well reports, and records of board orders or decisions.  These data are compiled and made available to the regulated industry, the public, and state or federal agencies through scheduled distributions or in response to information requests.  Complete well records, electrical logs, and well cuttings are maintained for public examination in the Billings office.

Job Overview: 

This position’s primary responsibilities include review of submitted applications for permits to drill, and sundry notices, monitoring applications after approval, and evaluation of completion information once a well has been drilled.  Other responsibilities include accounting and purchasing for the division and provides a range of administrative support services, including reception, managing office supplies, clerical services, and other support functions.

The position utilizes the division’s oil and gas well and reporting database (RBDMS) and is responsible for managing entry of drilling, completion, and sundry notice data.  Data entered by position is used by the public and federal or state regulatory agencies and the position also processes public information requests.  Data accuracy and completeness are a necessity.  The position works closely with other division and Board staff and is supervised by the division administrator.

Essential Functions (Major Duties or Responsibilities):  These job functions are the essential duties of the position and are not all-inclusive of all the duties that may be assigned to the incumbent.

• Administrative Support and Data Management - This position is responsible for providing a range of administrative support services to ensure the quality, availability, and efficiency of essential administrative support services provided to office and field staff. Verify database accuracy and completeness and manage archival materials including well files and report images for internal use and for use by the division or other governmental agencies and in response to either formal or informal public information requests.

• Permitting, Completion Reports, and Compliance  - Verify, research, and analyze applications for permit to drill, completion reports, sundry notices, and supplemental information/documentation to ensure accuracy, completeness and validity of submissions by using interpretation and independent judgment within established rules and laws.

• Accounting and Purchasing Specialist - Performs multiple complex accounting and purchasing functions for the Oil & Gas Division.  - The position is responsible for a