Office Manager

Job Description - Office Manager (26142526)

Position Title:

Office Manager - (26142526)

Join a hands-on team introducing Montana''s next generation to science, technology, engineering, at/design, and math (STEAM). STARBASE Montana is the Department of Defense''s premier youth outreach program, running classrooms at Fort Harrison and the 120th Airlift Wing in Great Falls. Every 5th grade class in the Helena Public School District spends 5 days in our Fort Harrison classroom for hands-on STEAM activities, and we extend that mission through afterschool programs and summer camps across the greater Helena area and throughout the state.

We''re looking for an organized, adaptable Program Specialist 1/Office Manager to keep our Fort Harrison site running smoothly - someone who thrives on variety, from managing student records to jumping into a classroom or a camp activity when needed.

This position reports to the STARBASE Fort Harrison Director and works alongside two instructors and a STARBASE Advanced afterschool coordinator.

Primary Duties

• Manage front-office operations: answering phones, maintaining email lists, and preparing correspondence
• Monitor stakeholder communications and assist Director in ensuring program objectives are met
• Print and prepare student materials for classroom sessions
• Build and maintain filing systems for permission slips, demographic data, student counts, media, purchasing, and inventory
• Assist the Director in identifying, suggesting, and implementing improvements to the STARBASE Fort Harrison program and services
• Assist in STARBASE reporting requirements
• Track, order, and manage supplies and equipment
• Support staff with classroom setup and scheduling
• Maintain a clean, functional facility - light janitorial work (cleaning, painting, trash, floors) and submitting maintenance work orders
• Collaborate with staff on planning, instruction, and logistics of summer camps and community outreach events
• Provide classroom instruction support as background in education or a STEM field allows
• Assist the Director in STARBASE Montana guideline & policy compliance

Work Environment: Primarily an office and classroom setting on a military installation; some physical tasks (light janitorial work, classroom setup) are part of the role.

Rather than a strict credential checklist, we''re evaluating candidates on the skills and abilities needed to succeed in this role. Relevant experience can come from office work, education, military service, volunteering, or other equivalent paths.

Required Occupational Skills

• Office and administrative support: managing correspondence, filing systems, and records with accuracy and confidentiality
• Basic inventory and procurement tracking: ordering, receiving, and logging supplies/equipment
• Computer proficiency: working knowledge of Microsoft Office and basic graphic design software for producing student/program materials
• Facilities coordination: recognizing maintenance needs and submitting work orders

Required Foundational Skills

• Communication: clear, professional writing and speaking, with correct spelling/grammar and an appropriate tone for parents, school staff, and military personnel
• Prioritization and independent judgment: managing competing tasks and making sound decisions with minimal supervision
• Collaboration: working effectively with instructors, coordinators, and outside stakeholders toward shared program goals
• Adaptability: comfortable switching between office work, physical upkeep tasks, and hands-on support during camps/events
• Growth mindset: actively seeking opportunities to build professional or STEM/education knowledge

Minimum Qualifications

• High school diploma or equivalent
• At least 18 years old
• Two years of experience in office support, clerical work, youth/educational programs, or an equivalent combination of education and experience

Alternate Pathways to These Skills

Qualifying experience isn''t limited to traditional office jobs - it may also come from military administrative roles, school or nonprofit volunteer coordination, small business/self-employment administration, or on-the-job training in a related field.

Preferred:

• Background or coursework in education or a STEM field (useful for classroom instruction support)
• Experience working with school-age youth or in a camp/outreach setting

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: $

30.55 - 30.55 Hourly

Telework Eligibility: Not Telework Eligible 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: Department of Military Affairs Union: 000 - None

Posting Date

: Oct 9, 2026, 3:01:06 AM

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

: Oct 23, 2026, 11:29:00 AM

Required Application Materials: Cover Letter, Resume

Contact Name: Brandon Kirchgasler | Contact Email: Brandon.kirchgasler@mt.gov | Contact Phone: 406-324-3336 Anyone who needs to request a reasonable accommodation in the application or hiring process should contact the 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.