Administrative Assistant 3 (66142)

State of Montana•Helena, MT

7d•Onsite

About The Position

This position provides administrative, operational, and reception support for the Office of Public Instruction, with a primary focus on supporting the Executive Office and maintaining effective day-to-day office operations. The position serves as a key point of contact for visitors and callers, coordinates with other administrative assistants to ensure consistent coverage of phones and secured entrances, supports travel, scheduling, meetings, constituent correspondence, and special projects. The Administrative Specialist 1 works closely with the Deputy Chief of Staff, Executive Office staff, senior managers, and other agency staff to anticipate needs, organize information, coordinate logistics, and help ensure agency operations are timely, professional, and well organized.

Requirements

High school diploma
Two years of experience performing a variety of office support or clerical work.
Must reside in Montana.
Resume including dates of employment and supervisor’s name/phone number for each position.

Nice To Haves

Knowledge of administrative and office procedures, including scheduling, correspondence, meeting coordination, and general office operations.
Knowledge of principles and practices for providing professional customer and constituent service.
Ability to use common office technology and software, including word processing, spreadsheets, email, calendars, virtual meeting platforms, and electronic file systems.
Excellent organizational and time-management skills, with the ability to plan ahead, prioritize work, track details, and meet deadlines.
Ability to be a self-starter, recognize work that needs to be completed, independently move routine assignments forward, and seek direction when appropriate.
Ability to manage multiple assignments from different staff members while maintaining accuracy and attention to detail.
Ability to work effectively with frequent interruptions and changing priorities.
Strong written and verbal communication skills, including the ability to draft and proofread professional correspondence and communicate clearly with staff, constituents, and the public.
Ability to handle difficult or sensitive situations in a courteous, diplomatic, and professional manner.
Ability to recognize confidential and sensitive information and exercise discretion and sound judgment.
Ability to coordinate effectively with other administrative assistants, Executive Office staff, senior managers, procurement staff, and employees throughout the agency.
Ability to work independently and as part of a team, follow through on commitments, and maintain a high level of professionalism.

Responsibilities

Provides administrative, operational, and reception support for the Office of Public Instruction.
Supports the Executive Office and maintains effective day-to-day office operations.
Serves as a key point of contact for visitors and callers.
Coordinates with other administrative assistants to ensure consistent coverage of phones and secured entrances.
Supports travel, scheduling, meetings, constituent correspondence, and special projects.
Works closely with the Deputy Chief of Staff, Executive Office staff, senior managers, and other agency staff to anticipate needs, organize information, coordinate logistics, and help ensure agency operations are timely, professional, and well organized.