Administrative Assistant

State of Montana•Helena, MT

23d•Hybrid

About The Position

The Office of the Chief Information Officer is seeking a highly organized and detail-oriented Administrative Assistant to support key operational, administrative, and business functions for the CIO team. This position helps coordinate activities such as purchasing support, vendor coordination, invoice processing, and internal contract budgeting/finance tracking for the Office of the CIO. This is a broad administrative role supporting the IT Chief of Staff. The successful candidate will use state systems, including the electronic Montana Acquisition and Contracting System (eMACS) and ServiceNow, to support procurement workflows, contract-related activities, and tracking of expenditures in collaboration with Office of the CIO leadership and Office of Finance and Budget. The role offers exposure to state financial, procurement, and IT governance processes within a collaborative enterprise IT environment.

Requirements

Coursework in Business Administration, Accounting, Communications, Information Science, or a related field; AND 2–4 years of experience in administrative support, financial coordination, or office operations.
Knowledge of business administration, office management, and records management.
Knowledge of basic budgeting and financial tracking (e.g., budget vs. actual by vendor or product).
Knowledge of state procurement processes and tools, including eMACS and ServiceNow for requests, approvals, and workflow tracking.
Skill in organization and workflow coordination: Managing multiple administrative, procurement, and financial workflows, including purchase requests, vendor communications, invoice routing, and status tracking.
Skill in time management: Prioritizing work, managing competing deadlines, and following through with minimal supervision.
Skill in attention to detail: Processing purchase requests, contracts, and invoices accurately and in compliance with state procurement and financial policies.
Skill in communication: Preparing clear, professional written and verbal communications for leadership, and both internal and external stakeholders.
Technical proficiency: Using Microsoft 365 (Outlook, Excel, Teams, SharePoint) and other tools, including eMACS and ServiceNow, for tracking, documentation, and collaboration.
Skill in problem solving: Identifying discrepancies or process issues, troubleshooting technical issues, and addressing challenges, and making informed decisions independently or addressing unexpected changes in plans.
Adaptability and interpersonal skills: Adjusting to evolving priorities and building effective working relationships across teams while handling sensitive information with discretion and professionalism.
Exceptional Organizational Skills: Manages time sensitive work flows and priorities effectively. This includes coordinating work with other Divisions and managing deadlines with meticulous attention to detail.
Adaptability: Adjusting to evolving priorities and supporting a variety of administrative and operational needs within the Office of the CIO.
Interpersonal Skills: Effective interpersonal skills are vital for building rapport with colleagues, stakeholders, and clients.

Nice To Haves

Agile principles and related methodologies

Responsibilities

Manage team email, queues, and workflow channels by screening, prioritizing, and routing inquiries and requests for action.
Coordinate communication via Teams and other platforms, including scheduling meetings, relaying messages, and ensuring timely responses.
Prioritize tasks and deadlines based on team and organizational objectives, balancing incoming requests and ongoing work.
Organize, store, and retrieve information and documents so that files, records, and documentation are accurate, current, and easy to access.
Work both independently and as a team member within the Office of the CIO, SITSD, and with other departments to advance program and operational goals.
Support procurement-related tasks by entering and tracking requisitions and related forms in eMACS, coordinating required documentation, and monitoring status through completion.
Assist with budget and expenditure tracking by maintaining spreadsheets or reports, monitoring spend against allocations, and supporting reconciliation and audit readiness.
Coordinate vendor interactions, including scheduling, gathering and organizing contract and invoicing documentation, and tracking deliverables.
Identify, create, and suggest process improvements to increase efficiency, clarity, and consistency of administrative, business, and procurement-related workflows.