Administrative Assistant 3 - NELO Office Manager

State of Montana•Lewistown, MT

10d

About The Position

The Administrative Specialist coordinates fiscal and program administration activities for the Northeastern Land Office (NELO). The position handles area accounting, budgeting, and related fiscal activities; NELO administrative operations such as contract administration, procurement, personnel, data management, and fire business administration; and administrative and technical support for internal and external customers. It reports to the Area Manager and supervises temporary personnel as needed. The role supports efficient office operations and compliance with state requirements, assists staff and customers, and works with program staff on land-use and lease-related documents. Candidates must be eligible to work in the United States and hold a valid driver's license with fewer than 12 conviction points in the most recent completed 36 months. Effective May 4, 2026, the agency participates in E-Verify.

Requirements

Bachelor's degree in communications, business administration, accounting, or a related field; alternatively, an associate degree in office administration and two years of experience.
Knowledge of program administration principles and practices, including governmental accounting and budgeting.
Knowledge of contract and lease administration.
Knowledge of business English, spelling, composition, and grammar.
Skill using standard and specialized office software, such as SABHRS, relational databases, Word, Excel, and Outlook.
Skill in prioritizing projects and verbal and written communication.
Ability to establish and maintain effective working relationships.
Ability to communicate effectively verbally and in writing.
Ability to analyze, interpret, and explain financial data.
Ability to gather, research, assemble, and present numerical data and narrative information for use by others.
Must be eligible to work in the United States.
Valid driver's license with fewer than 12 conviction points in the most recent completed 36 months.

Responsibilities

Coordinate accounting and budget activities, track expenditures, process payments, and prepare financial reports.
Manage day-to-day office operations, including purchasing, supplies, records, correspondence, scheduling, and travel arrangements.
Administer contracts, office leases, and property inventories to support efficient operations and compliance with state requirements.
Support fire operations by processing hiring paperwork, payroll, equipment records, incident expenses, and reimbursement documentation.
Assist employees and supervisors with recruitment, benefits, payroll, travel, and other personnel processes.
Recruit, train, and supervise temporary administrative employees as needed during peak workloads.
Process land use licenses, recreation use applications, lease documents, and Farm Service Agency contracts in coordination with program staff.
Answer questions and connect visitors, lessees, employees, and other customers with appropriate resources.
Maintain accurate databases and records, develop office procedures, and help staff troubleshoot routine software and equipment issues.
Prepare meeting minutes and assist with special projects and other office needs.

Benefits

Work/life balance.
Generous paid vacation, sick leave, and holidays; vacation leave increases with service.
Longevity pay with continued state service.
Health, dental, vision, and life insurance, plus flexible spending accounts.
Access to free employee medical clinics and telehealth.
Retirement plans: Defined Benefit and Defined Contribution plans, plus an optional 457(b) Plan.
May qualify for Public Service Loan Forgiveness.
Career progression and professional development.
State employee discounts.
Up to 15 days of military leave with full pay.