Program Support Coordinator 3

2 weeks ago

Helena, Montana, United States State of Montana Full time

Job Overview:

The Office Administration Specialist plays a crucial role in managing various fiscal and program administration tasks for the Central Land Office (CLO). Responsibilities encompass executing Area accounting, budgeting, and associated fiscal activities; overseeing Helena Unit business operations, and conducting CLO administrative functions (such as contract management, procurement, personnel administration, data oversight, and fire business operations); in addition to delivering administrative and technical assistance to both internal and external stakeholders. This position reports directly to the Area Manager and may supervise temporary staff as required.

Key Responsibilities:

Fiscal Management:
Conduct Area accounting, budgeting, and related fiscal tasks to ensure precision and adherence to accounting and budgetary standards, providing managers with essential information for effective budget oversight. Administrative Management:
 Execute CLO and Helena Unit administrative functions (including contract management, procurement, personnel oversight, data management, and fire business operations) to guarantee optimal resource utilization in compliance with state and federal regulations and best practices in administration. Customer and Administrative Assistance:
 Offer administrative and technical support to internal and external customers to fulfill their needs and program requirements efficiently.

The role involves travel to the unit's office to ensure alignment with fiscal, business, and accounting standards, fostering strong relationships with the Unit manager and Unit Administrative Assistants.

Collaboration:
Work closely with division fiscal and bureau personnel.

Certification:
Must hold a State of Montana Notary certificate.

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

Required Application Materials:

Online application for the State of Montana Resume Cover Letter

Important Note: Ensure to check the "relevant document" box to confirm that your attachments are uploaded correctly with the 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):
Candidates must possess education and experience equivalent to a bachelor's degree in business administration, accounting, or a related field (equivalencies may include an associate's degree in office administration along with two years of relevant experience).

Required Knowledge, Skills, and Abilities:
Candidates should demonstrate knowledge of program administration principles and practices, 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; as well as familiarity with DNRC programs and Area objectives; Department and State personnel policies; employment law; and terminology related to natural resources and forestry.
Candidates must possess skills in utilizing standard and specialized office software (e.g., SABHRS, relational databases, Word, Excel, Outlook, etc.); project prioritization; verbal and written communication; budgeting; and business management. The ability to establish and maintain effective working relationships; 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 others is essential.

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 verifies authorization to work in the United States. Acceptable documents include a birth certificate or Social Security card along with a driver's license or other photo I.D., a U.S. passport, or a "green card".

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