Administrative Officer

State of Montana - Helena, MT (30+ days ago)3.7


First review of applicants will be April 17th, 2018

Mission: Every day at the Montana Department of Justice, our employees are dedicated to ensuring the well-being and rights of the people of our great state. At the Department of Justice, we do the right thing for the right reason. If you’re looking for an opportunity to be part of a team that builds a culture of character and excellence, demonstrates collaboration and selfless public service, and upholds the law and pursues public safety, the Department of Justice may just be the career for you.

Please take a moment and watch the linked video to learn how the Department of Justice serves the citizens of Montana.

Job Overview: This position is the Division's Administrative Officer and provides the services required to allow the various associated functions of managing the Legal Services Division. These functions include human resources functions, operations, budgeting and budget planning, accounts payable management, grant monitoring and compliance and other duties as assigned. All human resource and fiscal functions are coordinated through the Department's Centralized Services Division.

This position performs advanced professional budgeting and fiscal management work for the entire division to ensure compliance with the applicable state and federal requirements, efficient use of resources, and continued program and project solvency. Duties include administering all fiscal policies and procedures; preparing accurate and timely financial reports; monitoring the operation of the Division’s accounting systems; coordinating project and program development processes; analyzing and projecting program needs, revenues and expenditures; developing and recommending program budgets and allocations; grant management and overseeing the payment of claims.

Serves as the Division’s internal and external contact for all accounting, fiscal and purchasing activities of the Division; monitors and manages Division fiscal and administrative activities to ensure the effective and efficient use of division resources is in compliance with state and federal requirements using knowledge of public administration, business administration, program goals, state and federal mandates, legislative intent, and accounting principles.

This position coordinates human resource functions with the Human Resource Bureau.

The incumbent applies research, analysis, and professional interpretations to the Division in the exercise of all duties. This position reports to the Division Administrator and provides professional administrative services to the various sections of the Division.

Qualifications:
This work requires general knowledge of the concepts and theories of public administration; financial budgeting, accounting, and management; state budgetary process; principles of communications and public relations, and principles of human resource management.

Knowledge of state governmental accounting practices; state governmental budgeting development and administration processes; and state governmental legislative process. General knowledge of federal grant reporting; facility development and maintenance; and methods of research, writing, and documentation.

This position requires strong skills in researching and interpreting technical, legal, and/or ambiguous information; synthesizing information from diverse sources into integrated reports and recommendations; strong skills in the operation of a personal computer, spreadsheets, word processing software, the Internet, and audio/visual aides used in training presentations.

The minimum qualifications for this position are typically acquired by a combination of education and experience.

  • Typical Education (include degree type and field, if applicable): Bachelor’s degree in Business, Public Administration, Accounting, or Human Resources. Other related fields may be considered on a case by case basis.
  • Length and Type of Experience: 3 - 4 years of job related experience such as budgeting and fiscal management; human resource management; and general office management.
  • Other combinations of education and experience will be considered on a case by case basis.
Special Instructions: The selection procedures to be used in evaluating the applicant's qualification may include, but not limited to, an evaluation of the resume and cover letter, a structured interview, reference/background checks and fingerprint checks.

  • Additional materials, references or information submitted by the applicant, but not requested, will not be considered.
How to Apply: You are REQUIRED to attach a cover letter and resume at the time of application.

In your cover letter please address the following question:
How do your qualifications and experience directly correlate to the duties of this position and why would you be the best candidate for the job?

In your resume, include all work experience you have held that would help you qualify for this position, including duties and dates of employment (month & year - start & end), including reason for leaving.

A complete state application is not required; however, you will need to initiate the application and attach the cover letter and resume in order to be considered for this position. Failure to attach the cover letter and resume will result in your application being incomplete and will not be considered further.

Only electronic applications will be accepted.

All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an email with instructions on how to submit such documents.

If you need an accommodation with the application process please contact the HR office.

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: This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire.

Job: Office/Administrative/Clerical

Salary: $ 21.65 - 26.43 Hourly

Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings: 1

Employee Status: Regular

Schedule: Full-Time

Shift: Day Job

Travel: Yes, 5 % of the Time

Primary Location: Helena

Agency: Department of Justice

Union: 000 - None

Bargaining Unit: 000 - None

Posting Date: Apr 2, 2018, 6:08:00 PM

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

Required Application Materials: Cover Letter, Resume

Contact Name: Dawn Lambert | Contact Email: dawn.lambert@mt.gov | Contact Phone: 406-438-7336