Ag Sciences Division Office Coordinator

State of Montana • Helena, MT

8d • Hybrid

About The Position

The Montana Department of Agriculture is seeking an energetic, conscientious, and detail-oriented individual for the Division Office Coordinator position. This role performs high-level administrative services and program support for the Division’s three Bureaus. Responsibilities include conducting research, preparing and editing documents, handling communications and information requests, maintaining the division website, managing data and records, and performing general administrative support functions. The incumbent reports directly to the Agricultural Sciences Division Administrator.

Requirements

• Proficiency with Microsoft Office programs (Outlook, Word, Excel, PowerPoint, etc.)
• Strong customer service and interpersonal skills.
• Effective and efficient organization skills.
• Ability to remain adaptable, collaborative, and versatile, approaching work with self-motivation and solution-oriented focus. Motivation, determination, and professionalism are essential to this position.
• Ability to acquire, utilize resources, and help integrate policies, procedures, and agency initiatives within diverse work units to best meet the needs of the Division or agency as a whole, without interfering with the essential functions or needs of each work unit.
• Ability to communicate effectively and diplomatically both verbally and in writing.
• Ability to develop solutions with a focus on process improvement and gaining efficiencies.
• Ability to work independently and in a team setting and follow through on tasks and communication.
• Ability to learn new software and new electronic device functionality quickly.
• High-school diploma or equivalent.
• Two years of experience performing a variety of office support or clerical work.
• Other combinations of education or experience may be substituted.

Responsibilities

• Serve as the primary customer interface for the division.
• Perform office functions, such as preparing correspondence, mail, and delivery processing, assisting visitors, filing, and managing main phone lines.
• Read and analyze incoming written communications and reports to determine significance and plan for processing and distribution to staff.
• Prepare, draft, edit, proof, and finalize for signatures as requested memos, papers, presentations, and reports for managers, employees, and stakeholder groups in accordance with federal and state report requirements. This includes grants, contracts, MOU’s, MOA’s.
• Support the management of databases including assisting with quality assurance/quality controls.
• Provide assistance to internal and external users, including redirection to subject matter experts when appropriate.
• Maintain division records and files and ensure compliance with departmental and division records management policies including grants, contracts, and projects.
• Order and maintain appropriate inventory of supplies for the division to include various work areas to sustain facility and work operations. Assist staff in determining needs; evaluate purchasing options; managing equipment security; place orders; verify receipt and billing for purchases; and distribute materials once delivered.
• Provides program support and coordination for internal and external stakeholders.
• Coordinate with department staff to ensure consistent and efficient business management process across the division. Responsible for coordinating and soliciting feedback and comments from all stakeholders impacted in areas of continued process improvement, consistency on implementation and overall program needs.
• Provide training and technical assistance to program and disseminating program status and anticipated program changes to all stakeholders.
• Maintain and enhance resources as necessary to execute authorized functions through proper planning, program modification, program evaluation, budgeting, personnel, and records management.
• Coordinate compilation and submission of critical reports and documentation to ensure proper content, format, and adherence to submission timelines and requirements. May track deadlines and notify program staff accordingly. Provides Quality Assurance (QA), review of reports, documents, and correspondence to ensure consistent application.
• Oversee projects as needed for program or cross-program support.
• Provide assistance to field offices as needed and ensure proper communication consistent with division.
• Coordinate and support projects, meetings and events including making travel arrangements.

Benefits

• Hybrid schedules or partial telework may be available within the state of Montana.
• Health, dental, vision, life insurance coverage, flexible spending accounts, and EAP.
• Free telehealth and access to free employee medical clinics through our medical plan.
• 15 working days of annual leave, 12 days of sick leave and 10 paid holidays per year.
• Longevity raises with continuous service, as well as any negotiated market increases and state statutory raises.
• Choice between two retirement plans with an employer contribution between 8.73%25 - 9.77%25 of your annual salary. A third optional 457(b) deferred compensation plan is also available. Vesting criteria applies.
• Public Service Loan Forgiveness- Employment with the State of Montana may qualify you to receive loan forgiveness.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED