Administrative Specialist 1

State of Montana; Helena (MT); On-site; USD 60,000 - 95,000; Full time

Job summary

Montana Board of Public Education seeks an experienced administrator to manage meeting logistics, budgeting, HR, payroll, and procurement for the board. You will coordinate with the Executive Director, prepare materials, and ensure smooth operations for open meetings and governance activities.

This role supports legal and administrative rule processes, state audits, and records management, with collaboration across state agencies. Some travel and extended hours during meetings are expected.

Qualifications

• Bachelor's degree in business or related field.
• 3–5 years in agency services or related field.
• Knowledge of office practices, HR, financial practices, and basic IT skills.
• SABHRS experience strongly preferred.
• Finalists must provide references and pass a background check.

Responsibilities

• Plan and coordinate Board meetings with the Executive Director.
• Prepare meeting materials, manage logistics, and minutes.
• Oversee remote and livestreamed meeting support.
• Review and update office procedures per law and policy.
• Support budgeting, forecasting, and financial reporting with OBPP.
• Handle payroll, benefits, and personnel documentation via SABHRS.
• Assist with recruitment and represent the agency at HR meetings.
• Manage licensure items and assist with rule revisions.
• Maintain website with meetings, notices, and hearings.

Skills

Office administration

HR principles

Financial reporting

Microsoft Office

Remote meeting platforms

Education

Bachelor's degree in business or related field

Tools

SABHRS

SABHRS security roles

Office software

Job description

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 HERE .

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.

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.