Administrative Assistant

Job Description - Administrative Assistant (26141377)

Position Title:

Administrative Assistant - (26141377)

Why live in Helena, Montana?

• Helena is surrounded by rolling hills and lofty mountains and is tucked below the Continental Divide.

• It is a relatively quiet place to call home where small-town living collides with outdoor adventure.

• Helena has a rich history and was originally founded as a gold camp during the Montana gold rush.

• Learn more about moving to and/or living in Helena, Montana here.

In this position you will be afforded the opportunity to telework, however there will be required weekly in-office day(s) in Helena. Specific conditions will be outlined as part of the job offer and must adhere to state policy.

Why should you keep reading and consider working here?

We know you have other work options, but we ask you to consider working with us at the State of Montana Department of Administration in the State Information Technology Services Division (SITSD). Our mission is to provide shared IT services to support the needs of the state and citizens of Montana. We offer an innovative and collaborative work environment where employees are valued and supported. In addition, our employees have the opportunity to be involved in some of the most exciting and innovative IT projects and initiatives in development within Montana state government. (You can learn more about SITSD here.)

What is this career opportunity?

The Office of the Chief Information Officer is seeking a highly organized and detail-oriented Administrative Assistant to support key operational, administrative, and business functions for the CIO team. This position helps coordinate activities such as purchasing support, vendor coordination, invoice processing, and internal contract budgeting/finance tracking for the Office of the CIO.

This is a broad administrative role supporting the IT Chief of Staff. The successful candidate will use state systems, including the electronic Montana Acquisition and Contracting System (eMACS) and ServiceNow, to support procurement workflows, contract-related activities, and tracking of expenditures in collaboration with Office of the CIO leadership and Office of Finance and Budget. The role offers exposure to state financial, procurement, and IT governance processes within a collaborative enterprise IT environment.

What are we looking for?

Education and Experience:

• Coursework in Business Administration, Accounting, Communications, Information Science, or a related field; AND

• 2-4 years of experience in administrative support, financial coordination, or office operations.

• Alternate combinations of education and experience will be considered.

Competencies:

Knowledge of:

• Business administration, office management, and records management.

• Basic budgeting and financial tracking (e.g., budget vs. actual by vendor or product).

• State procurement processes and tools, including eMACS and ServiceNow for requests, approvals, and workflow tracking.

• Agile principles and related methodologies (preferred).

Skill in:

• Organization and workflow coordination: Managing multiple administrative, procurement, and financial workflows, including purchase requests, vendor communications, invoice routing, and status tracking.

• Time management: Prioritizing work, managing competing deadlines, and following through with minimal supervision.

• Attention to detail: Processing purchase requests, contracts, and invoices accurately and in compliance with state procurement and financial policies.

• Communication: Preparing clear, professional written and verbal communications for leadership, and both internal and external stakeholders.

• Technical proficiency: Using Microsoft 365 (Outlook, Excel, Teams, SharePoint) and other tools, including eMACS and ServiceNow, for tracking, documentation, and collaboration.

• Problem solving: Identifying discrepancies or process issues, troubleshooting technical issues, and addressing challenges, and making informed decisions independently or addressing unexpected changes in plans..

• Adaptability and interpersonal skills: Adjusting to evolving priorities and building effective working relationships across teams while handling sensitive information with discretion and professionalism.

• Exceptional Organizational Skills: Manages time sensitive work flows and priorities effectively. This includes coordinating work with other Divisions and managing deadlines with meticulous attention to detail.

• Adaptability: Adjusting to evolving priorities and supporting a variety of administrative and operational needs within the Office of the CIO.

• Interpersonal Skills: Effective interpersonal skills are vital for building rapport with colleagues, stakeholders, and clients.

Ability to:

• Manage team email, queues, and workflow channels by screening, prioritizing, and routing inquiries and requests for action.
• Coordinate communication via Teams and other platforms, including scheduling meetings, relaying messages, and ensuring timely responses.
• Prioritize tasks and deadlines based on team and organizational objectives, balancing incoming requests and ongoing work.
• Organize, store, and retrieve information and documents so that files, records, and documentation are accurate, current, and easy to access.
• Work both independently and as a team member within the Office of the CIO, SITSD, and with other departments to advance program and operational goals.
• Support procurement-related tasks by entering and tracking requisitions and related forms in eMACS, coordinating required documentation, and monitoring status through completion.
• Assist with budget and expenditure tracking by maintaining spreadsheets or reports, monitoring spend against allocations, and supporting reconciliation and audit readiness.
• Coordinate vendor interactions, including scheduling, gathering and organizing contract and invoicing documentation, and tracking deliverables.
• Identify, create, and suggest process improvements to increase efficiency, clarity, and consistency of administrative, business, and procurement-related workflows.

Does this sound like you?

Please tell us how and why by submitting your resume and cover letter. In your cover letter, provide at least one example of a situation where you had to manage multiple competing priorities and deadlines. How did you prioritize tasks and ensure that important deadlines were met? (Please Note: You do not need to complete the "work experience" or the "education & certifications" portion of the application process in our recruiting system. You only need to upload the requested documentation.)

What can you expect from us in return for your hard work?

Ø Look here to see the additional benefits! They include:

o Work/life Balance

o Health Coverage

o Retirement plans

o Paid Vacation and Sick Leave and Holidays

o And more…

Ø Public Service Loan Forgiveness (PSLF) - Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.

Other important information to be aware of.

• This position requires the successful completion of a criminal background check.

• Only online applications are accepted. By applying online, you are able to receive updates and monitor the status of your application.

The Department of Administration participates in E-Verify to confirm employment eligibility.  After accepting a job offer and completing form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification.   For more information about E-Verify, please visit the E-Verify website found here, https://www.e-verify.gov/.

Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment: Not Applicable

Salary: $

26.00 - 28.00 Hourly

Telework Eligibility: Telework Eligible (Full-time telework is not available. Telework schedule must be supervisor approved.) Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings

: 1 Employee Status: Regular Schedule: Full-Time

Job Type

: Standard

Shift

: Day Job

Travel

: No

Primary Location

: Helena

Agency: Department of Administration Union: 000 - None

Posting Date

: May 21, 2026, 10:24:40 PM

Closing Date (based on your computer''s timezone)

: May 29, 2026, 11:29:00 AM

Required Application Materials: Cover Letter, Resume

Contact Name: Megan Stearman | Contact Email: Megan.Stearman2@mt.gov | Contact Phone: 406.444.4620 The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency''s HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.

State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant.