WORK UNIT OVERVIEW: The Conservation and Resource Development Division (CARDD)is responsible forproviding technical and financialassistanceto local governments, state agencies,and private citizens for conservation, development, protection, and management of the state's natural resources. CARDD coordinates, supervises, and provides financial and technicalassistancetoMontana's 58 conservation districts.The division also administers loan and grant programs that provide financialassistanceto public and private entities for reclamation, renewableresource, drinking water, and wastewater projects.All projects increase the efficiency with which natural resources are used or solve recognized environmental problems.As well, the divisionhas been tasked by the legislature toadminister water and sewer grants to local communitiesfrom funding provided by the American Rescue Plan Act(ARPA). JOB OVERVIEW: This is a modified/regular status positionthat reports to theAdministrative Specialist Supervisorwho will direct and prioritize work assignmentsfrom staffacross the division. The majority ofthe position is to provideoperationalsupport totheCARDD Programs, that administers several grant programs. TheAdministrative Specialistis responsible forcoordinating grant awards to ensure compliance with state, federal and departmentpoliciesandsupport toRDB staffbycoordinating special projects and activities,facilitatingmeetings,documentdecisions,and trackingfollow up, and follow through. Duties also includeupdating and maintainingthe CARDD website,online grant application tracking, overseeing Division consistency in grant management; general quality assurance/quality control; project and program reporting; procurement; fiscal grant management; programeducation and outreach activities; and administrative taskstoensure that programmatic and operational activities and their processes are functioning effectively, efficiently, and smoothly. The Administrative Assistant creates and provides program information, reports,andassistanceto other agencies, coworkers, and the public tofacilitateprogram operationsand, as needed, provides general administrative and operational support to the division. ESSENTIAL FUNCTIONS (Major Duties or Responsibilities): / These job functions are the essential duties of the position and are not all-inclusive of all the duties that may be assigned to the incumbent./ ProgramAdministrativeSupport To provideprogram andadministrative support toCARDD Programs. Develop andmaintainprogram templates,manualsand processes tofacilitateoperations. Maintain,disseminate, and update program materials, as well as websites to ensure program andProgram informationisaccurateandup to date. Maintain and update program websites using content management systems. Compile and draft newslettersand emailscommunicating Program Updates. Experience with graphic design and communications ispreferred. Draftletters, memos, forms, reports, etc., using word processing, spreadsheet, and database and/or presentation software.? Generate informational and fiscal reports using online grant andfinancial managementsystems. Prepare grant metrics, effectiveness andcostsreports to support the Division transparency initiatives andassistwith state and federal reporting. Track,reviewand filegrant agreementsandgrant paymentsto ensure compliance with state, federal and agency requirements. Write, revise, and test business procedures for grant and records management. Work with the program managers and staffto schedule, plan and preparemeetings. Facilitate in-person and hybrid meeting attendees,record meeting minutes anddisseminatemeeting materials. Ensure compliance with the Open Meeting Act. Support program managers and staff to coordinate and perform grant management activities. Assistprogram staff withroutinepurchases,receiptsandpayment processing. 1. Systems and Data Support Toprovide general datamaintenancefor CARDD. Compile and enter data into grant management systems. Provide QA/QC to ensure the online grant management system is regularly updated and the information is accurate. Maintainprogramrecords keeping practices to manage program data and information in conformance with Montana's records management laws and policies. Other Duties as Assigned This position performs a variety of other duties in support of ongoing Division and Department operations.This includesgeneral administration,managingand/or supportingspecial projects,representingthe Division or Department at various meetings and conferences,participatingonDivision or Departmentcommittees,andparticipatingin ongoing training and educational programs. Supervision - The number of employees supervised is: 0 FTE APPLICATION AND SELECTION PROCESS:? The DNRC may include the following factors in determining whether an applicant meets the qualifications of a position vacancy by: State of MT application form, cover letter, current resume, educational requirements, structured interview, a performance test, job-related reference checks, job-related work experience, job-related past and current performance.?? REQUIRED APPLICATION MATERIALS FOR THIS POSITION ARE: Resume Cover Letter HELPFUL HINT: You must check the "relevant document" box to ensure your attachments are uploading correctly to the specific application. Failure to attach the required material will result in your application being incomplete. BENEFITS: o Health Care & Benefits o Retirement o Paid Vacation, Sick Leave and Holidays For any complete job description or any questions regarding this position, please contact Becky Quick at 406-444-6673 or at Rebecca.Quick@mt.gov. This position may be eligible for a statutory pay increase of $1.00 or 2.5% (whichever is greater) effective July 1, 2025, and July 1, 2026. Minimum Qualifications (Education and Experience): High school diploma and experience equivalent to an Associate Degree in business, office administration, computers or a related field. Three years of experience with office administration, board/executive support, fiscal management, and program administration. Other combinations of education and professional experience may be considered. *Special Information: Candidates must be eligible to work in the United States. A valid driver's license is required with less than 12 conviction points in the most recent completed 36 months. Eligibility to Work: In accordance with the Immigration Reform and Control Act, the person selected must produce within three days of hire documents that show authorization to work in the United States. Examples of such documentation include a birth certificate or Social Security card along with a driver's license or other picture I.D., or a U.S. passport, or a "green card". The State of Montana does not sponsor. Title: Administrative Assistant Location: Helena Requisition ID: 25140877
