Office Manager & Executive Assistant

State of Montana • Helena, MT

4d • Onsite

About The Position

The Montana Arts Council (MAC) is seeking a proactive, highly organized Office Manager & Executive Assistant to serve as the operational backbone of their small, dynamic team. This central role involves championing efficiency across the agency by managing vital workflows for grants, programming, accounting, and general office functions, while also providing direct executive support to the Executive Director. The ideal candidate will have a keen eye for detail, strong organizational skills, and a knack for bookkeeping.

Requirements

• Equivalent to an associate degree and/or 3+ years of office administration experience, including hands-on computer and bookkeeping work.
• Proficiency with general office software (Word, Excel, Outlook) is required.
• A strong ability to quickly learn new state technologies (such as SABHRS and GMS) is essential.
• Understanding basic accounting and payroll practices.
• Strong verbal and written communication skills.
• Exceptional accuracy in typing, filing, data collection, and archiving.
• A track record of building positive, professional working relationships.

Nice To Haves

• Experience working within SABHRS.
• Strong Excel skills.

Responsibilities

• Provide direct administrative and project-tracking support to the Executive Director.
• Manage workflows, tracking, final reports, payments, and award documentation using MAC’s Grant Management System (GMS).
• Verify invoices, process accounts payable/receivable, prepare payroll reports, and enter data into SABHRS in compliance with state accounting standards.
• Oversee day-to-day procurement, office supplies, and central communications (phone, email, and mail).
• Plan, coordinate, and support logistics for semi-annual Council meetings (including occasional travel), ceremonies, and special events.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree