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Program Specialist 1

2 months ago

Missoula, United States State of Montana Full time

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.
Work Unit Overview: 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.

Through the Good Neighbor Authority (GNA), the Montana Department of Natural Resources and Conservation partners with the USDA Forest Service and the Bureau of Land Management to plan and implement forest restoration projects and address shared priorities. GNA accelerates forest restoration and management, improves forest health and resiliency, reduces fuels and wildfire threats to communities, improves wildlife and fisheries habitat, and provides a timber supply to support Montana's forest products industry.

Job Overview:
The position is responsible for a variety of duties that support business functions in the Good Neighbor Authority Bureau. The position is responsible for assisting the Business Specialist 2 in administrative and fiscal management duties such as GNA budget management and budget reporting as well as maintaining accounting records, coordinating accounts receivable and payment processes, and providing procurement support for contracted services.
The position will perform numerous support and administrative functions associated with Forest Product Sales. This includes all aspects associated with preparing and advertising sale packages for timber sales and timber permits. Other duties will include invoicing timber sale purchasers and maintaining records of GNA timber sales in the Trust Lands Management System and associated spreadsheets and databases.
This position may also be assigned other administrative duties for the Bureau.

Essential Functions (Major Duties or Responsibilities): These job functions are the essential duties of the position and are not all-inclusive of all the duties that may be assigned to the incumbent.

Administrative and Fiscal Management (60% of time)
  1. Provide support to Business Section and in management of GNA budgets and maintain accounting records.
  • Provide communication on budget operations, publish reports and analysis, fiscal year end processes, accruals and issue resolution around expenses.
  • Communicate and coordinate with field staff on corresponding budget statuses, balances, and appropriate expenditures.
  • Coordinate accounts receivable and payable processes.
  • Review and record invoices, vendor bills and receipts; reconcile accounts and identify errors; prepare and distribute invoices for cyclical billing; and process incoming fees and payments by verifying transaction details and forwarding documents to appropriate agency staff for further processing.
  • Gather and compile GNA Bureau receipts to send with statements and work with Fiscal on changes, errors and unclear charges.

2. Provide procurement support for service contracts.
  • Draft requisitions, greybox contracts and solicitations for goods or services to be procured by the GNA Bureau
  • Assist Business Specialist with procurement tracking, reporting, data entry, and budget allocations.
  • Distribute criteria, standards, documents, programs, policy and procedure manuals to GNA staff to ensure compliance and established procurement guidelines are followed.
  • Manage inventory and disseminate the necessary criteria, standards, documents, policy and procedure manuals procure Office supply/equipment needs and orders.
  • Handle and prepare incoming and outgoing mail.
  • Manage office and general equipment inventory and support GNA capital equipment analyses and other FTLMD funding strategies.
3. Maintain, verify, and update various databases to provide accurate, timely, and comprehensive program records and information.
  • Ensure accuracy of records in Contracts and Grants Information System (CGS)
  • Provide quality control with project data in systems such as Trust Lands Management System (TMLS)
  • Maintain internal tracking databases and spreadsheets for project records.
  • Manage, maintain, and update GNA webpages and develops guidelines for webpage standardization and data quality.
  • Assists GNA Bureau staff in tracking and reporting vehicle information.
  • Maintain fleet inventory databases, maintenance, and insurance records.

Forest Product Sales (30% of time)
  1. Prepare bidders' packets, update timber sale mailing lists, summarize and distributes bid results, returns unsuccessful bidder deposits.
  2. Posts notice of sales on public webpage and manages advertisement of timber sale contracts.
  3. Track insurance compliance for timber sales.
  4. Responsible for maintaining and managing GNA records.
  5. Responsible for log truck ticket inventory and distribution to the Area Offices and Administrative Units.
  6. Assists in developing and maintaining templates for forest product sale contracts, amendments, and/or other correspondence to purchasers.
  7. Manage TLMS deposit entries and cashier duties for GNA transactions.
  8. Responsible for content updates to the forest product sales internal and external web pages.
  9. Assist in development of a bidder interface on public webpage that includes sale plans, ads, results, TLMS information, insurance updates, and bidder information.
  10. Tests accounting system updates and provides feedback for system enhancement.


Minimum Qualifications (Education and Experience):
The required knowledge, skills and abilities are typically acquired through a bachelor's degree in human services, business, or related field and one year of progressively responsible job-related professional experience in natural resource management (forestry, wildlife management, etc.) or business administration, finance/accounting, or a related field.

Required knowledge, skills, and abilities:
The position requires the ability to communicate effectively verbally and in writing to individuals, groups, and representatives from other organizations; the ability to prioritize, coordinate and direct multiple resources to complete work objectives; work on multiple projects simultaneously; work well with others, and maintain a positive working environment.

This position requires skill in directing, organizing, and coordination of projects; effective business management and financial analysis skills; skill in the use of standard office computer software applications (i.e. word processing, Excel spreadsheets, internet, email, etc.) and specialized software (TLMS, SABHRS, others); developing and producing accurate financial and other program reports; reviewing, interpreting, and developing technical documentation.

The position also requires knowledge or ability to learn and apply DNRC and State Personnel policies, procedures, precedents, organizational structures and program requirements.