CARC Administrative Associate III

For questions regarding this position, please contact: Patrick Carr at patrick.carr@montana.edu or (406) 994-5430.

About the Role

The Administrative Associate III performs a variety of administrative support, personnel & payroll, and accounting duties for the Central Agricultural Research Center (CARC), located at Moccasin, MT. This includes providing administrative assistance to the superintendent and direct support for faculty and staff at the center. The Administrative Associate III represents CARC and its interests to entities outside and within the university and plays an active role in the planning and administering day-to-day operations of the front office. The person in this position reconciles funds and monitors account balances, generates payment authorizations and reports, and assists in arranging center meetings and large-scale functions.

About CARC

The Central Agricultural Research Center (CARC) is located at Moccasin, MT, an integral part of Montana State University. CARC is one of the seven Research Centers comprising the Department of Research Centers. Scientists at CARC conduct agricultural and microbiological field, greenhouse, and laboratory research while interacting with farmers, ranchers, agribusinesses, natural resource managers, other state and federal government personnel, and MSU Cooperative Extension Service.

Responsibilities

• Manage the day-to-day operations of the front office of CARC and act as principal phone and personal contact for CARC.
• Provide administrative assistance to Superintendent and direct support to faculty and staff, and maintain good working relations with other research centers, Extension Service offices, the Department of Research Centers, and College of Agriculture.
• Prepare invoices, payment authorizations, deposits, travel expense vouchers, and other University financial forms.
• Monitor University purchasing card transactions, reconcile and monitor the balance of various University and grant funds.
• Prepare personnel forms, including recruitment authorizations, hiring paperwork, timesheets, and monitor monthly payroll process; reconcile timecards and payroll.
• Assist the Superintendent in scheduling and coordinating meetings, such as annual field days and advisory board meetings, arranging refreshments, meal and equipment needs.
• Assist in preparing and maintaining appropriate office manuals, handouts, promotional materials, and other documents.
• Order and stock office and janitorial supplies, and other related duties as assigned.
• Track capital & non-capital equipment inventory.

Requirements

• Two years of post-secondary education plus three years of full-time (or part-time equivalent) of progressively responsible administrative support experience.
• Demonstrated working knowledge of accounting and budgeting principles in managing, monitoring, and reconciling financial records.
• Demonstrated competence in organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
• Demonstrated experience in word processing, spreadsheets, database, email, and internet programs.
• Demonstrated excellent verbal and written communication skills.

Preferred Qualifications

• Experience and proficiency with handling financial databases and familiarity with using Chrome River for expense management.
• Experience following state or higher education setting purchases, procedures, and policies, including familiarity with SmartBuyMSU.

Expectations

• Maintain the confidentiality of records and information.
• Communicate effectively with employees, students, and the public, both in-person and over the phone.
• Establish and maintain effective working relations with co-workers and the public.
• Work independently with minimal supervision and as part of a team.
• Represent Central Agricultural Research Center, the Department, and MSU professionally and courteously.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed are representative of the knowledge, skill, and/or ability required.

Pay

Salary range of $17.820 to $22.275 hourly.

Schedule

• FTE: 0.525 (52.5% full-time equivalent)
• FLSA Status: Non-Exempt
• Union Affiliation: FOCUS-MFPE
• Contract Type: Classified Hourly
• Appointment Type: Fiscal Year

Benefits

Benefits eligible.