Office Manager

7 days ago

Sioux Falls, South Dakota, United States State of Montana Full time

The Montana Department of Agriculture is accepting applications for our Wheat & Barley Office Manager in Great Falls. Open until filled with first review of candidates November 24, 2025.

The Montana Department of Agriculture operates more than 30 programs. These include regulatory programs that protect producers, consumers and the environment, as well as development and marketing programs to foster growth in Montana agriculture. Our agency is serving Montana agriculture and growing prosperity under the Big Sky.

Job Overview:

The Office Manager oversees daily administrative and financial operations for the Montana Wheat and Barley Committee Bureau to ensure the office runs efficiently and effectively. This position coordinates staff resources, manages office resources, and leverages technology systems to enhance productivity, streamline workflows, and maintain an organized, high-performing work environment. In addition, the incumbent will oversee the grant application process and provide technical support and budget analysis upon receiving grant applications; serve as a assist board members with receipts and reimbursements; liaison to committee members; present budget updates to the board; coordinate travel for staff, committee members, and trade team visitors; manage daily office operations; process refunds; perform clerical financial tasks including processing refunds; and will serve as the first point of contact for agency staff, committee members, producers, public, and other the greater public engaged with visitors and/or callers to the Montana Wheat and Barley Committee Bureau.

As our Office Manager, you will:

Greet visitors, answer inquiries and direct visitors to the appropriate person according to their needs.Answer telephones and give information to callers, record messages and transfer calls to appropriate individuals.Manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence and other materials.Prepare responses to correspondence containing routine inquiries.Provide scheduling and prepare materials for events or meetings and manage schedules for managers, professionals, or other employees.Process refunds and perform other financial tasks.Grant work including technical support and responding to inquiries.Maintain and enter information into databases.Proofread documents, records, or other files to ensure accuracy.Schedule and confirm appointments for clients, customers, or supervisors.Provide services to staff or customers, such as order placement or account information.Type and distribute meeting notes, routine correspondence, or routine reports.Compose and prepare correspondence of an official and sensitive nature; coordinate staff input to correspondence.Design forms or maintain records for collecting and managing information.Conduct research and prepare reports.

Knowledge, Skills, and Abilities:

Knowledge of office procedures, purchasing and requisitions, program administration.Skill in interpreting and explaining program requirements and procedures.Ability to communicate effectively with internal and external customers.Ability to coordinate remote and hybrid work environments using virtual tools effectively.Ability to streamline administrative workflows through technology adoption and process improvement.Analyze and summarize accounting information for reports or management use.Ability to manage multiple financial tasks and meet deadlines.Ability to organize multiple tasks in a fast-paced office environment with set deadlines.Ability to respond to requests for information in a timely, accurate and cordial manner.Ability to interpret and apply financial and other guidelines, standards, and policies to specific circumstances.Ability to establish and maintain effective relationships with internal and external customers and colleagues.Proficiency with Microsoft Office programs.

Minimum Education and Experience:

High school diploma.Two years of experience performing a variety of office support or clerical work.Valid driver's license.Other combinations of education and experience may be substituted.

Benefits:

Your paycheck is just part of your total compensation package Upon date of hire, employees working at least half-time for more than six months are eligible for state paid premiums toward employee "core" medical, dental, and basic life insurance coverage. Employees earn 15 working days of annual leave, 12 days of sick leave and 10-11 paid holidays each year. Membership in a Retirement System - vesting criteria applies. Public Service Loan Forgiveness (PSLF) – Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.

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