Office Manager & Executive Assistant

Job Description - Office Manager & Executive Assistant (26141688)

Position Title:

Office Manager & Executive Assistant - (26141688)

The first application review will be conducted on July 9, 2026, and the position will remain open until filled. You must apply through the State of Montana Careers site.

Applicants please remember to attach the required documents listed in this announcement:

• Resume

• Cover letter

Applications missing the required documents will be considered incomplete and may not progress further in the process. Documents not requested will not be considered.

About the Montana Arts Council

The Montana Arts Council (MAC) is the state agency dedicated to developing the creative potential of all Montanans. We work to advance education, spur economic vibrancy, and revitalize communities through the power of the arts.

The Opportunity

We are seeking a proactive, highly organized Office Manager & Executive Assistant to serve as the operational backbone of our small, dynamic team. In this central role, you will champion efficiency across our agency, managing vital workflows for grants, programming, accounting, and general office functions, while providing direct executive support to our Executive Director.

If you have a keen eye for detail, strong organizational skills, and a knack for bookkeeping, we want to hear from you.

Key Responsibilities

• Executive Support: Provide direct administrative and project-tracking support to the Executive Director.
• Grant Coordination: Manage workflows, tracking, final reports, payments, and award documentation using MAC's Grant Management System (GMS).
• Financial & Payroll Administration: Verify invoices, process accounts payable/receivable, prepare payroll reports, and enter data into SABHRS in compliance with state accounting standards.
• Office Operations: Oversee day-to-day procurement, office supplies, and central communications (phone, email, and mail).
• Event Planning: Plan, coordinate, and support logistics for semi-annual Council meetings (including occasional travel), ceremonies, and special events.

Qualifications & Skills

To thrive in this role, you should possess a mix of the following education, experience, and technical skills:

• Experience: Equivalent to an associate degree and/or 3+ years of office administration experience, including hands-on computer and bookkeeping work.
• Technical Aptitude: Proficiency with general office software (Word, Excel, Outlook) is required. A strong ability to quickly learn new state technologies (such as SABHRS and GMS) is essential.
• Core Competencies:
• Understanding basic accounting and payroll practices.
• Strong verbal and written communication skills.
• Exceptional accuracy in typing, filing, data collection, and archiving.
• A track record of building positive, professional working relationships.

Preferred Qualifications (A Strong Plus):

• Experience working within SABHRS.
• Strong Excel skills.

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.

Salary: $

22.00 - 26.00 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

: Yes, 5 % of the Time

Primary Location

: Helena

Agency: Montana Arts Council Union: 000 - None

Posting Date

: Jun 26, 2026, 1:44:41 AM

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

: Ongoing

Required Application Materials: Cover Letter, Resume

Contact Name: Montana Arts Council | Contact Email: jeniferalger@mt.gov or krys.holmes@mt.gov | Contact Phone: 406-444-6489 or 444-6520 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.