Job Details

Administrative Assistant

The Montana Department of Agriculture is accepting applications for an Administrative Assistant at our State Grain Lab in Great Falls. The position is part-time permanent with benefits. First review of candidates on September 22, 2025.

The Montana Department of Agriculture is serving Montana Agriculture and growing prosperity under the Big Sky. The State Grain Laboratory, located in Great Falls, is responsible for the operation of a statewide grain and commodity inspection program. Accurate and unbiased sampling inspections and testing are performed in compliance with federal and state grain standards. The State Grain Laboratory is the only federally designated, official grain inspection service in the state of Montana. The purpose of official grain inspection is to certify the type and grade of crops for setting market values under federal standards issued by USGA/AMA.

Job Overview

Support the Administrative Specialist. Record, manage and distribute information and data between external and internal customers. External customers include Public, Producers, Industry, State and Federal entities. Internal customers include grain lab staff and other Department of Agriculture staff. Cross training to assist with backroom lab functions during peak workloads or seasonal staff absences. This includes coordinating between lab operations and clients to provide timely updates on sample processing and results. Additional duties include preparing and testing of commodity samples using federal grain inspection procedures outlined by the Federal Grain Inspection Service (FGIS) and Agricultural Marketing Act.

As an Administrative Assistant at the State Grain Lab, you will:

• Receive and greet visitors and provide information.
• Respond to in-person, telephone, or electronic inquiries and refer to appropriate source if unable to provide a response.
• Provide information about products and services.
• Take and enter orders, cancel accounts, and obtain details of complaints.
• Maintain records of customer interactions or transactions, recording details of inquiries, complaints, or comments.
• Provide follow-up services for customers and provide informational changes to activities.
• Check to ensure that appropriate changes were made to resolve customers' problems.
• Conduct research and provide additional information to customers.
• Process corrections to customer accounts.
• Assist with backroom tasks.
• Provide back up to Administrative Specialist with accounting, reporting and correcting errors.
• Sample grains and commodities for the lab.

Physical and Environmental Demands:

• Standing, walking, and sitting for long periods of time.
• Exposure to dust.
• Occasional lifting of up to 50 pounds.
• Occasional climbing of ladders and stairs as high as 25' heights.
• Frequent stretching, reaching, twisting, stooping, and bending.
• Frequent distractions from interacting with customers and staff.
• Work stress caused by varying workloads or hours and upset customers.
• Repetitive motions in operating a computer and visual acuity necessary to discern details.
• Ability to endure work stress caused by irregular work demands resulting from a variety of factors which may include economy, weather, workload, etc.
• Normal office and laboratory environments.

Knowledge, Skills, and Abilities:

• Ability to communicate effectively with internal and external customers both verbal and written format.
• Skilled in use of computer applications for inspection data entry, billing, and MS Office products.
• Ability to gain knowledge of FGIS grain inspection and certification procedures as described in grain inspection handbooks and other official documents.
• Ability to conduct research of FGIS grain inspection and certification procedures.
• Knowledge of principles and practices of accounting, Generally Accepted Accounting Principles.
• Skilled in office procedures, maintaining electronic and physical files, purchasing and requisitions.

Minimum Qualifications:

• High-school diploma or equivalent.
• One year of customer service experience.
• One year of experience in clerical or administrative field or one year of job-related college or vocational training.
• USDA/FGIS licenses as required for backroom tasks and equipment.
• Other combinations of education or experience may be substituted.

Benefits:

Your paycheck is just part of your total compensation package! Upon date of hire, employees working at least half-time for more than six months are eligible for state paid premiums toward employee "core" medical, dental, and basic life insurance coverage. Employees earn 15 working days of annual leave, 12 days of sick leave and 10-11 paid holidays each year. Membership in a Retirement System - vesting criteria applies.