Administrative Assistant

Work Unit Overview: ** The Oil and Gas Division supports the Board of Oil and Gas Conservation whose primary responsibilities are the prevention of waste of oil and gas resources and prevention of contamination or damage to land or underground resources by drilling, production, or injection operations. Permits are issued to drill oil, gas, or Class II injection wells and monthly reports are required for each well type that is drilled and completed. Well activities are monitored until the well is abandoned and the location reclaimed. Requirements are established by statute, rule, or board order. In addition to its regulatory responsibilities, the division is responsible for maintaining and making available well data, monthly well reports, and records of board orders or decisions. These data are compiled and made available to the regulated industry, the public, and state or federal agencies through scheduled distributions or in response to information requests. Complete well records, electrical logs, and well cuttings are maintained for public examination in the Billings office. Job Overview: _ _** This position’s primary responsibilities include review of submitted applications for permits to drill, and sundry notices, monitoring applications after approval, and evaluation of completion information once a well has been drilled. Other responsibilities include accounting and purchasing for the division and provides a range of administrative support services, including reception, managing office supplies, clerical services, and other support functions. The position utilizes the division’s oil and gas well and reporting database (RBDMS) and is responsible for managing entry of drilling, completion, and sundry notice data. Data entered by position is used by the public and federal or state regulatory agencies and the position also processes public information requests. Data accuracy and completeness are a necessity. The position works closely with other division and Board staff and is supervised by the division administrator. _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./ * Administrative Support and Data Management - This position is responsible for providing a range of administrative support services to ensure the quality, availability, and efficiency of essential administrative support services provided to office and field staff. Verify database accuracy and completeness and manage archival materials including well files and report images for internal use and for use by the division or other governmental agencies and in response to either formal or informal public information requests. * P ermitting, Completion Reports, and Compliance** -* Verify, research, and analyze applications for permit to drill, completion reports, sundry notices, and supplemental information/documentation to ensure accuracy, completeness and validity of submissions by using interpretation and independent judgment within established rules and laws. * Accounting and Purchasing Specialist - Performs multiple complex accounting and purchasing functions for the Oil & Gas Division. - T*he position is responsible for accounts payable and purchasing for the division. Position manages expense accounts and mileage reports for all staff including field personnel. * Hearing Specialist - Performs multiple technical and administrative duties to support Board of Oil & Gas Conservation meetings and hearings. -**The position is responsible to perform the necessary hearing-related activities from distributing the hearing notice to maintaining and scanning the official hearing file. APPLICATION MATERIALS REQUIRED FOR THIS POSITION ARE: * Cover Letter * Resume *TIP:  When attaching your resume, cover letter, and other material, you must mark the attachments as "relevant". *  Benefitsinclude: * Work/life balance with flexible schedules and telework eligibility. * Generous paid leave (vacation, sick, holidays), with vacation leave increasing with service. * Longevity pay with continued state service. * Health, dental, vision, life insurance, and flexible spending accounts. * Access to free employee medical clinics and telehealth. * Retirement plans (Defined BenefitandDefined Contributionplus an optional457(b) Plan). * Public Service Loan Forgiveness- may qualify you for student loan forgiveness. * Career progression, professional development, and state employee discounts. * Up to 15 days of military leave with full pay. Required Application Materials · Cover Letter – Describe how your knowledge, skills, and abilities will make you successful in this role. · Resume -- Include all work experience you have held that would help you qualify for this position. How to Apply Only online submissions are accepted. Applicants must initiate an application and  attach a cover letter and a resume at the time of application to be considered for this position . Failure to attach the required documents will result in the application being considered incomplete and not reviewed further. Materials submitted but not requested will not be considered in the selection process. When attaching documents, mark each as  Relevant to ensure they are viewable. * To work for the State of Montana, you must be a resident of Montana. This position is hybrid, allowing remote work with in-office days required. * * This position resides in Billings, MT. *  For any questions regarding this position, please contact Becky Quick at View phone number on click.appcast.io or at View email address on click.appcast.io. Minimum Qualifications: * Education and experience equivalent to an associate's degree. * Two years of experience in a technical or regulatory environment. * Other combinations of education and experience may be substituted. * 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. Effective May 4, 2026, this agency is participating in E-Verify to confirm employment eligibility. After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. Title: Administrative Assistant Location: Billings Requisition ID: 26141762