Administrative Assistant 3 (66142)

Taleo; Helena (MT); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

Work-life balance

Family friendly

Retirement plans

Paid vacation & holidays

Professional growth opportunities

Public service loan forgiveness

Job summary

Office of Public Instruction in Helena, MT seeks an Administrative Assistant 3 to provide administrative, operational, and reception support for the Executive Office, ensuring smooth day-to-day operations.

The role is a key point of contact for visitors and callers, coordinates travel, scheduling, meetings, and correspondence, and works with Deputy Chief of Staff and senior managers to keep the agency professional and well organized.

Qualifications

• High school diploma and at least two years of office support experience.
• Experience with scheduling, correspondence, and meeting coordination.
• Proficiency in standard office software and calendar systems.

Responsibilities

• Provide administrative, operational, and reception support for the Executive Office.
• Coordinate travel, scheduling, meetings, and constituent correspondence.
• Support day-to-day office operations and coverage of phones and entrances.
• Collaborate with Deputy Chief of Staff and senior staff to ensure timely, professional service.

Skills

Office procedures

Customer service

Scheduling & coordination

Communication

Multitasking

Discretion

Team collaboration

Education

High school diploma

Job description

Job Description - Administrative Assistant 3 (66142) (26142478)

Position Title:

• Resume - Please include dates of employment and your supervisor’s name/phone number for each position .

Why you would enjoy working here; Office of Public Instruction employees are a passionate group of professionals dedicated to leading and supporting our education system. We house a diverse collection of experiences with the 200+ unique individuals we employ. Our specialists further OPI’s purpose with applicable knowledge in education, health, research and analysis, nutrition, finance, administration, human resources, licensing and regulation, information technology, and many others. We are proud to serve 149,000+ students pre-K to grade 12, their parents and guardians, 400+ school districts, 16,000+ educational professionals, and 3,000+ adult learners.

Benefits of working for OPI:

• Work/life balance
• Family friendly
• Dedicated and caring colleagues
• Retirement plans
• Paid vacation, sick leave, and Holidays (combination of up to 38 per year)
• Opportunities and room for professional growth
• Public service loan forgiveness-Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.

E-Verify: Effective October 1, 2026, this agency is participating in E-Verify to confirm employment eligibility. After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website found here, https://www.e-verify.gov/

Job Overview:

This position provides administrative, operational, and reception support for the Office of Public Instruction, with a primary focus on supporting the Executive Office and maintaining effective day-to-day office operations. The position serves as a key point of contact for visitors and callers, coordinates with other administrative assistants to ensure consistent coverage of phones and secured entrances, supports travel, scheduling, meetings, constituent correspondence, and special projects. The Administrative Specialist 1 works closely with the Deputy Chief of Staff, Executive Office staff, senior managers, and other agency staff to anticipate needs, organize information, coordinate logistics, and help ensure agency operations are timely, professional, and well organized.

Knowledge, Skills, and Abilities (Behaviors):

• Knowledge of administrative and office procedures, including scheduling, correspondence, meeting coordination, and general office operations.
• Knowledge of principles and practices for providing professional customer and constituent service.
• Ability to use common office technology and software, including word processing, spreadsheets, email, calendars, virtual meeting platforms, and electronic file systems.
• Excellent organizational and time-management skills, with the ability to plan ahead, prioritize work, track details, and meet deadlines.
• Ability to be a self-starter, recognize work that needs to be completed, independently move routine assignments forward, and seek direction when appropriate.
• Ability to manage multiple assignments from different staff members while maintaining accuracy and attention to detail.
• Ability to work effectively with frequent interruptions and changing priorities.
• Strong written and verbal communication skills, including the ability to draft and proofread professional correspondence and communicate clearly with staff, constituents, and the public.
• Ability to handle difficult or sensitive situations in a courteous, diplomatic, and professional manner.
• Ability to recognize confidential and sensitive information and exercise discretion and sound judgment.
• Ability to coordinate effectively with other administrative assistants, Executive Office staff, senior managers, procurement staff, and employees throughout the agency.
• Ability to work independently and as part of a team, follow through on commitments, and maintain a high level of professionalism.

Minimum Qualifications (Education and Experience):

• High school diploma
• Two years of experience performing a variety of office support or clerical work.
• Other combinations of education and experience may be substituted.

Does this sound like you?

Please tell us how and why by submitting your resume online, including any veterans or disability preference documentation. When submitting the required documents, you must check the “relevant document” box to ensure your attachments are uploading correctly to the specific application for this position. Documents not requested will not be considered in the recruitment process.

OPI is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply.

This position is in the PERS retirement system.

Applicant Pool Statement : If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment : This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire.

Salary: $

23.71 - 23.71 Hourly Telework Eligibility : Not Telework Eligible Benefits Package Eligibility : Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings

1

Employee Status

Regular Schedule : Full-Time

Job Type

Standard

Shift

Day Job

Travel

Yes, 5 % of the Time

Primary Location

Helena Agency : Office of Public Instruction Union : Montana Federation of Public Employees

Posting Date

Sep 30, 2026, 5:35:27 PM Closing Date (based on your computer's timezone) : Ongoing

Required Application Materials : Resume

Contact Name : Human Resources | Contact Email : [e-mail] | Contact Phone : [phone] Anyone who needs to request a reasonable accommodation in the application or hiring process should contact the HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.

State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant.