Administrative Specialist 1

State of Montana; East Helena (MT); Sur place; USD 52 000 - 72 000; Plein temps

Résumé du poste

The Montana Board of Public Education is seeking a highly organized Administrative Specialist to oversee daily office operations, support Board meetings and processes, and assist with financial, legal, and administrative functions.

This role supports the Executive Director, coordinates meetings, drafts materials, manages compliance with statutes, and acts as a liaison for audits, budgeting, payroll, and HR tasks.

Qualifications

• Bachelor’s degree in business or a related field; 3–5 years of experience in agency services or a related field.
• Knowledge of office practices, HR principles, financial and accounting practices, and basic IT skills.
• SABHRS experience strongly preferred.

Responsabilités

• Plan and coordinate Board meetings with the Executive Director.
• Prepare and distribute meeting materials, manage logistics, and produce minutes.
• Oversee remote and livestream meeting support.
• Review and update office procedures per statutory requirements.
• Liaise for legislative audits and track follow-through.
• Assist with budgeting, forecasting, and financial reporting with OBPP.
• Monitor expenditures, reconcile procurement card transactions, and prepare financial statements.
• Prepare Budget Change Documents and support grant/donation tracking.
• Payroll, benefits processing, and SABHRS personnel documentation.
• Support recruitment activities and represent the agency at HR meetings.
• Maintain Board website with meeting/rule notices.

Connaissances

Organizational skills

Written and verbal communication

Statutory interpretation

Financial data analysis

Confidentiality

Collaboration

MS Office / remote meeting platforms

SABHRS familiarity

Formation

Bachelor’s degree in business or related field

Outils

SABHRS

Microsoft Office

Description du poste

The Montana Board of Public Education is seeking a highly organized, detail-oriented Administrative Specialistto oversee daily office operations, support Board meetings and processes, and assist with financial, legal, and administrative functions. This role is essential in helping the Board fulfil its mission to maintain and strengthen public education across Montana.

Montana Board of Public Education Overview

The Board of Public Education was created by the Montana Constitution of 1972 to exercise general supervision over the elementary and secondary schools of the state. The Board consists of seven non-salaried citizens, appointed by the Governor and confirmed by the Senate to staggered seven-year terms.

Additional information about the Montana Board of Public Education can be found by visiting our "About Us" webpage.

Mission Statement

The Board of Public Education has a mission statement as directed by the Montana Constitution, which states, "There is a board of public education to exercise general supervision over the public school system and such other public educational institutions as assigned by law". The Board of Public Education was established to supervise, serve, maintain, and strengthen Montana's system of free quality public elementary and secondary schools.

About this Opportunity

Key Responsibilities

Meeting, Office, and Financial Management (80%)

• Collaborate closely with the Executive Director to plan and coordinate Board meetings.
• Prepare and distribute meeting materials, manage logistics, and produce meeting minutes.
• Oversee communication and technical support for remote and livestreamed meetings.
• Review and refine office practices, procedures, and policies; help implement updates based on statutory requirements.
• Serve as liaison for legislative audits, track audit follow-through, and initiate corrective actions.
• Assist with budgeting, forecasting, and financial reporting in coordination with the Office of Budget and Program Planning (OBPP).
• Monitor agency expenditures, reconcile procurement card transactions, and prepare financial statements.
• Prepare and process Budget Change Documents (BCDs) and support grant and donation tracking.
• Handle payroll, employee benefits processing, and personnel documentation through SABHRS.
• Support recruitment activities and represent the agency at State Human Resources meetings.

Legal & Administrative Rules (15%)

• Manage licensure items brought before the Board, including research and application of relevant statutes.
• Coordinate communications regarding initial reviews and contested case hearings.
• Draft legal documents in partnership with legal counsel.
• Assist with administrative rule revisions and ensure timely filing of rule notices with the Secretary of State.

Miscellaneous Duties (5%)

• Act as the agency's State Procurement Point of Contact and oversee contract processes.
• Assist with drafting fiscal notes during legislative sessions.
• Maintain the Board's website with up-to-date information on meetings, rules notices, and public hearings.
• Manage SABHRS security roles and IT-related issues as the agency's Point of Contact.
• Oversee the agency’s annual security plan and records management processes in coordination with SITSD.

Work Environment

Work is performed primarily in a standard office setting. Occasional in-state travel is required to attend meetings and conferences. Some extended hours are necessary during Board meeting periods.

Knowledge, Skills, and Abilities

• Strong critical thinking, problem-solving, planning, and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to interpret and apply statutes, administrative rules, and policy.
• Ability to analyze financial data and prepare accurate reports.
• Ability to meet statutory deadlines and maintain confidentiality.
• Effective collaboration with Board members, state agencies, and the public.
• Working knowledge of Montana open meeting and administrative rulemaking requirements.
• Proficiency in Microsoft Office and remote-meeting platforms.
• Familiarity with SABHRS preferred.

Minimum Qualifications

• Bachelor’s degree in business or a related field.
• Three to five years of experience in agency services or a related field.
• Knowledge of office practices, HR principles, financial and accounting practices, and basic IT skills.
• SABHRS experience strongly preferred.

- Equivalent combinations of education and experience may be considered.

- Finalists will be required to submit contact information for references.

* The selected candidate will need to successfully complete a criminal history fingerprint background check prior to hiring.