Administrative Specialist

Job Description - Administrative Specialist 1 )

Position Title:

Administrative Specialist 1 - (  )

The Montana Board of Public Education is seeking a highly organized, detail-oriented Administrative Specialist to oversee daily office operations, support Board meetings and processes, and assist with financial, legal, and administrative functions. This role is essential in helping the Board fulfill its mission to maintain and strengthen public education across Montana.

The Board of Public Education was created by the Montana Constitution of 1972 to exercise general supervision over the elementary and secondary schools of the state. The Board consists of seven non-salaried citizens, appointed by the Governor and confirmed by the Senate to staggered seven-year terms.

Additional information about the Montana Board of Public Education can be found by visiting our "About Us" webpage HERE .

The Board of Public Education has a mission statement as directed by the Montana Constitution, which states, "There is a board of public education to exercise general supervision over the public school system and such other public educational institutions as assigned by law". The Board of Public Education was established to supervise, serve, maintain, and strengthen Montana's system of free quality public elementary and secondary schools.

Key Responsibilities

• Collaborate closely with the Executive Director to plan and coordinate Board meetings.
• Prepare and distribute meeting materials, manage logistics, and produce meeting minutes.
• Oversee communication and technical support for remote and live streamed meetings.
• Review and refine office practices, procedures, and policies; help implement updates based on statutory requirements.
• Serve as liaison for legislative audits, track audit follow‑through, and initiate corrective actions.
• Assist with budgeting, forecasting, and financial reporting in coordination with the Office of Budget and Program Planning (OBPP).
• Monitor agency expenditures, reconcile procurement card transactions, and prepare financial statements.
• Prepare and process Budget Change Documents (BCDs) and support grant and donation tracking.
• Handle payroll, employee benefits processing, and personnel documentation through SABHRS.
• Support recruitment activities and represent the agency at State Human Resources meetings.

• Manage licensure items brought before the Board, including research and application of relevant statutes.
• Coordinate communications regarding initial reviews and contested case hearings.
• Draft legal documents in partnership with legal counsel.
• Assist with administrative rule revisions and ensure timely filing of rule notices with the Secretary of State.
• Act as the agency’s State Procurement Point of Contact and oversee contract processes.
• Assist with drafting fiscal notes during legislative sessions.
• Maintain the Board’s website with up‑to‑date information on meetings, rules notices, and public hearings.
• Manage SABHRS security roles and IT‑related issues as the agency’s Point of Contact.
• Oversee the agency’s annual security plan and records management processes in coordination with SITSD.

Work is performed primarily in a standard office setting. Occasional in‑state travel is required to attend meetings and conferences. Some extended hours are necessary during Board meeting periods.

• Strong critical thinking, problem‑solving, planning, and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to interpret and apply statutes, administrative rules, and policy.
• Ability to analyze…