Administrative Assistant 3 - NELO Office Manager

About this role

The Montana Department of Natural Resources and Conservation is hiring an Administrative Assistant 3 to coordinate fiscal and program administration for its Northeastern Land Office. The role supports accounting, budgeting, office operations, personnel and fire administration, land-use documentation, and customer service.

Responsibilities
• Coordinate accounting and budget activities, track expenditures, process payments, and prepare financial reports
• Manage day-to-day office operations, including purchasing, supplies, records, correspondence, scheduling, and travel arrangements
• Administer contracts, office leases, and property inventories to support efficient operations and compliance with state requirements
• Support fire operations by processing hiring paperwork, payroll, equipment records, incident expenses, and reimbursement documentation
• Assist employees and supervisors with recruitment, benefits, payroll, travel, and other personnel processes
• Recruit, train, and supervise temporary administrative employees as needed during peak workloads
• Process land use licenses, recreation use applications, lease documents, and Farm Service Agency contracts in coordination with program staff
• Provide helpful, professional service to visitors, lessees, employees, and other customers by answering questions and connecting them with appropriate resources
• Maintain accurate databases and records, develop office procedures, and help staff troubleshoot routine software and equipment issues
• Prepare meeting minutes, and assist with special projects and other office needs

Skills
• Bachelor degree in communications, business administration, accounting, or a related field
• Equivalencies could include an associate degree in office administration and two years of experience
• The principles and practices of program administration including governmental accounting and budgeting
• Contract and lease administration
• Business English, spelling, composition, and grammar
• The use of standard and specialized office software (e.g., SABHRS, relational databases, Word, Excel, Outlook, etc.)
• Prioritizing projects
• Verbal and written communication
• Establish and maintain effective working relationships with others
• Communicate effectively verbally and in writing
• Analyze, interpret, and explain financial data
• Gather, research, assemble, and present numerical data and narrative information for use by others
• Candidates must be eligible to work in the United States
• A valid driver's license is required with less than 12 conviction points in the most recent completed 36 months

Benefits
• Work/life balance.
• Generous paid leave (vacation, sick, holidays), with vacation leave increasing with service.
• Longevity pay with continued state service.
• Health, dental, vision, life insurance, and flexible spending accounts.
• Access to free employee medical clinics and telehealth.
• Retirement plans (Defined Benefit and Defined Contribution plus an optional 457(b) Plan).
• Public Service Loan Forgiveness - may qualify you for student loan forgiveness.
• Career progression, professional development, and state employee discounts.
• Up to 15 days of military leave with full pay.

Company Overview
• We help employers hire at scale through our own job boards, high-intent email audiences, targeted social distribution, and an extensive network of recruitment media partners. It was founded in undefined, and is headquartered in Wynantskill, New York, USA, with a workforce of 2-10 employees. Its website is https://www.vocationmedia.com.

Required skills

• Customer Service
• Payroll
• Financial Reporting