Administrative Specialist 1

State of Montana•Helena, MT

11d•Onsite

About The Position

The Montana Board of Public Education is seeking a highly organized, detail-oriented Administrative Specialist to oversee daily office operations, support Board meetings and processes, and assist with financial, legal, and administrative functions. This role supports the Board’s mission to supervise, serve, maintain, and strengthen Montana’s system of free quality public elementary and secondary schools. The position works closely with the Executive Director to coordinate Board meetings and provides support for financial management, personnel processes, legal and administrative rule matters, procurement, website updates, IT coordination, security planning, and records management. Work is performed primarily in a standard office setting. Occasional in-state travel is required to attend meetings and conferences, and some extended hours are necessary during Board meeting periods.

Requirements

Bachelor’s degree in business or a related field; equivalent combinations of education and experience may be considered.
Three to five years of experience in agency services or a related field.
Knowledge of office practices, HR principles, financial and accounting practices, and basic IT skills.
Strong critical-thinking, problem-solving, planning, and organizational skills.
Excellent written and verbal communication abilities.
Ability to interpret and apply statutes, administrative rules, and policy.
Ability to analyze financial data and prepare accurate reports.
Ability to meet statutory deadlines and maintain confidentiality.
Ability to collaborate effectively with Board members, state agencies, and the public.
Working knowledge of Montana open meeting and administrative rulemaking requirements.
Proficiency in Microsoft Office and remote-meeting platforms.
Finalists must submit contact information for references.
Successful completion of a criminal history fingerprint background check is required before hiring.
Occasional in-state travel and some extended hours during Board meeting periods are required.

Nice To Haves

SABHRS experience is strongly preferred.

Responsibilities

Collaborate with the Executive Director to plan and coordinate Board meetings.
Prepare and distribute meeting materials, manage meeting logistics, and produce meeting minutes.
Oversee communication and technical support for remote and livestreamed meetings.
Review and refine office practices, procedures, and policies, and help implement updates based on statutory requirements.
Serve as liaison for legislative audits, track audit follow-through, and initiate corrective actions.
Assist with budgeting, forecasting, and financial reporting in coordination with the Office of Budget and Program Planning.
Monitor agency expenditures, reconcile procurement card transactions, and prepare financial statements.
Prepare and process Budget Change Documents and support grant and donation tracking.
Handle payroll, employee benefits processing, and personnel documentation through SABHRS.
Support recruitment activities and represent the agency at State Human Resources meetings.
Manage licensure items brought before the Board, including research and application of relevant statutes.
Coordinate communications regarding initial reviews and contested case hearings.
Draft legal documents in partnership with legal counsel.
Assist with administrative rule revisions and ensure timely filing of rule notices with the Secretary of State.
Act as the agency’s State Procurement Point of Contact and oversee contract processes.
Assist with drafting fiscal notes during legislative sessions.
Maintain the Board’s website with current information on meetings, rules notices, and public hearings.
Manage SABHRS security roles and IT-related issues as the agency’s Point of Contact.
Oversee the agency’s annual security plan and records management processes in coordination with SITSD.