Executive Administrative Coordinator

2 weeks ago

Helena, Montana, United States State of Montana Full time

Job Overview:

The Executive Administrative Coordinator plays a vital role in managing various fiscal and programmatic administrative functions for the Central Land Office (CLO). Responsibilities encompass executing Area accounting, budgeting, and associated financial tasks; overseeing Helena Unit business operations, including CLO administrative functions (such as contract management, procurement, personnel, data oversight, and fire business administration); and delivering administrative and technical assistance to both internal and external stakeholders. This position reports directly to the Area Manager and may oversee temporary staff as required.

Key Responsibilities:

Financial Management:
Conduct Area accounting, budgeting, and related financial operations to guarantee the precision and compliance of financial transactions, providing managers with essential information for effective budget management. Administrative Management:
 Execute CLO and Helena Unit administrative functions (including contract management, procurement, personnel, data oversight, and fire business administration) to ensure optimal resource utilization in accordance with state and federal regulations and best practices in business management. Client and Administrative Support:
 Offer administrative and technical support to internal and external clients to fulfill their needs and program requirements efficiently.

The role involves traveling to the unit's office to maintain consistency with fiscal, business, and accounting standards. The position fosters close collaboration with the Unit Manager and Unit Administrative Assistants.

Collaborates closely with division fiscal and bureau personnel.

Holds a valid State of Montana Notary certificate.

Supervision:
This position does not typically supervise other state employees but may oversee temporary personnel during peak workloads.

Required Application Materials:

Online State of Montana application Resume Cover Letter

Important Note: Ensure to check the "relevant document" box to confirm your attachments are uploaded correctly to the specific application.

Benefits:

Paid Vacation, Sick Leave, and Holidays Health, Dental, Prescription, and Vision Coverage Retirement Plans Public Service Loan Forgiveness (PSLF) – Employment with the State of Montana may qualify you for student loan forgiveness under the PSLF program.

Minimum Qualifications (Education and Experience):
The position necessitates education and experience equivalent to a bachelor's degree in business administration, accounting, or a related discipline (equivalencies may include an associate's degree in office administration coupled with two years of experience).

Required Knowledge, Skills, and Abilities:
Requires familiarity with the principles and practices of program administration, including governmental accounting and budgeting; Generally Accepted Accounting Principles (GAAP); contract and lease management; procurement; business communication; information systems operation and troubleshooting; database and paper records management; payroll and benefits administration; business English, spelling, composition, and grammar; DNRC programs and Area goals and objectives; Department and State personnel procedures and policies; employment law; and natural resource and forestry terminology, issues, and practices.
Requires proficiency in using standard and specialized office software (e.g., SABHRS, relational databases, Word, Excel, Outlook, etc.); prioritizing projects; verbal and written communication; budgeting; and business management. Ability to establish and maintain effective working relationships with others; communicate effectively both verbally and in writing; analyze, interpret, and explain financial data; interpret federal and state laws and regulations; develop administrative policies and procedures; and 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 fewer than 12 conviction points in the most recent completed 36 months.

Eligibility to Work: In accordance with the Immigration Reform and Control Act, the selected candidate must provide documentation within three days of hire that shows authorization to work in the United States. Examples of such documentation include a birth certificate or Social Security card along with a driver's license or other picture I.D., or a U.S. passport, or a "green card".

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