Ag Sciences Division Office Coordinator

The Montana Department of Agriculture is accepting applications for ourDivision Office Coordinator. We are looking for an energetic conscientious detail-oriented individual. Position is open until filled with the first review of candidates July 20 2026.

The Montana Department of Agriculture is serving Montana Agriculture and growing prosperity under the Big Sky.

Job Overview:

Perform high-level administrative services and program support for the Divisions three Bureaus by conducting research preparing and editing documents handling communications and information requests conducting web site maintenance providing data and records management and performing administrative support functions. The incumbent reports directly to the Agricultural Sciences Division Administrator.

As the Office Coordinator you will:

Serve as the primary customer interface for the division.

• Perform office functions such as preparing correspondence mail and delivery processing assisting visitors filing and managing main phone lines.

• Read and analyze incoming written communications and reports to determine significance and plan for processing and distribution to staff.
• Prepare draft edit proof and finalize for signatures as requested memos papers presentations and reports for managers employees and stakeholder groups in accordance with federal and state report requirements. This includes grants contracts MOUs MOAs.
• Support the management of databases including assisting with quality assurance/quality controls.
• Provide assistance to internal and external users including redirection to subject matter experts when appropriate.
• Maintain division records and files and ensure compliance with departmental and division records management policies including grants contracts and projects.
• Order and maintain appropriate inventory of supplies for the division to include various work areas to sustain facility and work staff in determining needs; evaluate purchasing options; managing equipment security; place orders; verify receipt and billing for purchases; and distribute materials once delivered.

Provides program support and coordination for internal and external stakeholders.

• Coordinate with department staff to ensure consistent and efficient business management process across the division. Responsible for coordinating and soliciting feedback and comments from all stakeholders impacted in areas of continued process improvement consistency on implementation and overall program needs.
• Provide training and technical assistance to program and disseminating program status and anticipated program changes to all stakeholders.
• Maintain and enhance resources as necessary to execute authorized functions through proper planning program modification program evaluation budgeting personnel and records management.
• Coordinate compilation and submission of critical reports and documentation to ensure proper content format and adherence to submission timelines and track deadlines and notify program staff Quality Assurance (QA) review of reports documents and correspondence to ensure consistent application.
• Oversee projects as needed for program or cross-program support.
• Provide assistance to field offices as needed and ensure proper communication consistent with division.
• Coordinate and support projects meetings and events including making travel arrangements.

Knowledge Skills and Abilities:

• Proficiency with Microsoft Office programs (Outlook Word Excel PowerPoint etc.)
• Strong customer service and interpersonal skills.
• Effective and efficient organization skills.
• Ability to remain adaptable collaborative and versatile approaching work with self-motivation and solution-oriented focus. Motivation determination and professionalism are essential to this position.
• Ability to acquire utilize resources and help integrate policies procedures and agency initiatives within diverse work units to best meet the needs of the Division or agency as a whole without interfering with the essential functions or needs of each work unit.
• Ability to communicate effectively and diplomatically both verbally and in writing.
• Ability to develop solutions with a focus on process improvement and gaining efficiencies.
• Ability to work independently and in a team setting and follow through on tasks and communication.
• Ability to learn new software and new electronic device functionality quickly.