Administrative Assistant 3 - NELO Office Manager

Montana Department of Administration (DOA); United States; Remote; USD 32,000 - 45,000; Full time

Benefits offered by this job

Health Insurance

Paid Leave & Holidays

Retirement Plan

Employee Discounts

Job summary

Montana Department of Natural Resources and Conservation (DNRC) is seeking an Administrative Specialist for NELO operations to coordinate accounting, budgeting, and office administration. The role reports to the Area Manager and may supervise temporary staff during peak periods.

You will handle purchasing, contracts, payroll, and personnel processes while providing responsive service to internal and external customers. This position requires a US work authorization and a valid driver's license.

Qualifications

• Bachelor degree in communications, business administration, accounting, or related field.
• Equivalencies could include an associate degree in office administration and two years of experience.

Responsibilities

• Coordinate accounting and budget activities, track expenditures, process payments, and prepare financial reports.
• Manage day-to-day office operations: purchasing, supplies, records, correspondence, scheduling, and travel.
• Administer contracts, leases, and property inventories to support operations and compliance.
• Support fire operations by processing hiring paperwork, payroll, equipment records, incident expenses, and reimbursements.
• Assist with recruitment, benefits, payroll, travel, and personnel processes.
• Recruit, train, and supervise temporary administrative staff during peak workloads.
• Process land use licenses, recreation use applications, lease documents, and Farm Service Agency contracts with program staff.
• Provide professional service to visitors, lessees, employees, and other customers; connect them with resources.
• Maintain databases, develop office procedures, and troubleshoot software/equipment issues.
• Prepare meeting minutes and assist with special projects.

Skills

Budgeting

Office administration

Communication

Data management

Payroll processing

Recruitment support

Education

Bachelor degree in communications, business administration, accounting, or related field

Associate degree in office administration (equivalency)

Tools

SABHRS

Microsoft Word

Microsoft Excel

Microsoft Outlook

Relational databases

Job description

Administrative Assistant 3 - NELO Office Manager-(26142725)

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

• 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 BenefitandDefined Contributionplus an optional457(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.

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: $ 28.10-28.10HourlyTelework Eligibility:Not Telework EligibleBenefits Package Eligibility:Health Insurance, Paid Leave & Holidays, Retirement PlanNumber of Openings:1Employee Status:RegularSchedule:Full-TimeJob Type:StandardShift:Day JobTravel:Yes, 15 % of the TimePrimary Location:LewistownAgency:Department of Natural Resources & ConservationUnion:000 - NonePosting Date:Oct 29, 2026, 7:57:04 PMClosing Date (based on your computer's timezone):Nov 30, 2026, 6:59:00 AMRequired Application Materials:Cover Letter, ResumeContact Name:Lysandra Badilla|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.