Administrative Assistant 3 – NELO Office Manager

State of Montana; Montana; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement plans

Job summary

The Montana Department of Natural Resources and Conservation's Northeastern Land Office is seeking an Administrative Specialist to coordinate fiscal and program administration activities, supervise temporary staff, and provide support to internal and external customers across the NELO. This role reports to the Area Manager and ensures compliance with state requirements.

The position offers comprehensive benefits, work-life balance, and opportunities for professional development within state

Qualifications

• Knowledge of governmental accounting and budgeting.
• Contract and lease administration.
• Business English, spelling, composition, and grammar.

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.

Skills

Office software SABHRS

Budgeting & accounting

Contract & lease administration

Verbal & written communication

Personnel processes

Education

Bachelor degree or equivalent

Job description

Montana Department of Natural Resources and Conservation’s mission is to help ensure that Montana’s land and water resources provide benefits for present and future generations.

The DNRC believes employees are their most important asset. The DNRC empowers employees to exercise professional judgment in carrying out their duties. Employees are provided with the training and tools necessary to achieve the mission. Both team effort and individual employee expertise are supported and sustained.

Core Values

The Montana Department of Natural Resources and Conservation’s Forestry and Trust Land Division recognizes that building a collaborative, professional, and inclusive work environment is critical to fulfilling our mission of managing, protecting, and promoting stewardship of Montana’s forests and lands for the benefit of current and future generations and our trust beneficiaries. We hold ourselves to these high standards as we are accountable to the people of Montana.

• We value and respect each other.
• We create collaborative work environments.
• We build and maintain strong relationships.
• We practice accountability.
• We celebrate our successes and take pride in our work

Position Overview

The Administrative Specialist coordinates a variety of fiscal and program administration activities for the Northeastern Land Office (NELO). Duties include performing Area accounting, budgeting, and related fiscal activities; performing NELO administrative operations (e.g., contract administration, procurement, personnel, data management, fire business administration, etc.); and providing administrative and technical support to internal and external customers. The position reports to the Area Manager and supervises temporary personnel as needed.

What You’ll Do

• 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.

Application Materials

• Online State Application

• Resume

• Cover Letter

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.

Minimum Qualifications

• 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.

Knowledge, Skills, and Abilities (KSAs):

Knowledge of:

• The principles and practices of program administration including governmental accounting and budgeting.

• Contract and lease administration.

• Business English, spelling, composition, and grammar.

Skills in:

• The use of standard and specialized office software (e.g., SABHRS, relational databases, Word, Excel, Outlook, etc.).

• Prioritizing projects.

• Verbal and written communication.

Ability to:

• 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.

Special Information

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

Eligibility to Work

Effective May 4, 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: E-Verify Website.