Administrative Associate IV

Administrative Associate IV

This position is not available for sponsorship.

We are seeking a highly organized, detail-oriented, and customer-focused Administrative Associate IV to support the financial and administrative operations of the Montana Seed Potato Certification Program, Montana Potato Improvement Association (MPIA), and the MSU Potato Laboratory. This position serves as the primary administrative and financial support for the program by coordinating accounting and bookkeeping activities, grower billing, financial reporting, grant monitoring, payroll tracking, meeting and travel coordination, records management, and personnel support. The successful candidate will work closely with the Director, Administrative/Program Manager, growers, board members, Extension personnel, and Fiscal Shared Services to ensure efficient daily operations while maintaining accurate financial records and providing outstanding customer service.

Position Number - 4M1703

Department - Plant Sciences

Division - College of Agriculture/MAES

Appointment Type - Classified

Contract Term - Fiscal Year

FLSA - Non-Exempt

Union Affiliation - FOCUS-MFPE

FTE - 1.0

Benefits Eligible - Eligible

Salary - $25.04 per hour, commensurate with experience, education, and qualifications

The Montana Seed Potato Certification Program (Potato Lab) is responsible for maintenance of disease-free planting stock and performing all crop evaluations in support of certifying seed potatoes in Montana.

Financial Administration & Accounting

Maintain financial records for the Potato Laboratory and Montana Potato Improvement Association using Sage Accounting and MSU Banner. Process and reconcile invoices, procurement card transactions, check payments, deposits, Chrome River expense reports, and other financial transactions. Perform monthly reconciliations between Sage Accounting and Banner to ensure accurate financial records. Allocate expenditures among program areas including certification, laboratory testing, tissue culture, inspections, and research activities. Track program costs and prepare grower invoices for laboratory and certification services. Assist with payroll corrections and other fiscal transactions in coordination with Fiscal Shared Services. Collaborate with the Administrative/Program Manager to ensure proper coding and processing of financial documents.

Budgeting, Financial Reporting & Grant Administration

Monitor operating budgets, grant expenditures, and project balances throughout the fiscal year. Prepare monthly, quarterly, and annual financial reports using Sage Accounting and Microsoft Excel. Assist the Director in developing annual operating and certification program budgets. Prepare financial summaries and supporting documentation for Board of Directors meetings, annual grower meetings, and other leadership presentations. Monitor grant spending timelines and assist in ensuring expenditures are completed within funding periods.

Grower Billing & Program Support

Coordinate seasonal billing activities for certification, diagnostic testing, tissue culture, registrations, planter rentals, and other program services. Maintain grower financial records and assist with determining service charges. Prepare grower registration reports and maintain certification program databases. Support grower communications related to invoicing, registrations, and program services.

Administrative Operations & Records Management

Organize and maintain financial, personnel, and program records in accordance with university and organizational policies. Maintain grower files, registration records, invoices, receipts, and other documentation to support audits and reporting requirements. Process deposits and assist with routine office operations as needed. Serve as an administrative resource for growers, vendors, board members, and university personnel.

Personnel, Payroll & Human Resources Support

Review weekly employee time submissions and verify payroll reports for accuracy. Maintain payroll tracking spreadsheets and allocate employee labor across projects for cost recovery and billing. Prepare Electronic Personnel Action Forms (EPAFs) for appointments and index changes. Assist with recruiting, hiring, onboarding, and personnel documentation for temporary and seasonal employees. Maintain awareness of employee appointments, funding distributions, and personnel records.

Meeting, Event & Travel Coordination

Coordinate logistics for quarterly Montana Potato Improvement Association Board meetings and annual grower meetings, including meeting facilities, lodging, catering, and meeting materials. Arrange travel for the Director and other program personnel, including airfare, lodging, transportation, and travel documentation. Assist with scheduling meetings, workshops, trainings, and other program events.

Collaboration & Customer Service

Work collaboratively with the Director, Assistant Manager, Fiscal Shared Services, Extension Office staff, growers, board members, and other university personnel. Provide professional, courteous, and responsive customer service while maintaining confidentiality of financial and personnel information. Exercise independent judgment, initiative, and attention to detail while managing multiple priorities in a fast-paced environment.

Required Qualifications – Experience, Education, Knowledge & Skills - Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Office Administration, or a closely related field. Demonstrated experience processing financial transactions, reconciling accounts, and maintaining accurate financial records using accounting or enterprise financial systems. Experience using Microsoft Office applications, particularly Excel, Word, and Outlook, to prepare reports, manage data, and maintain records. Experience providing administrative support in a professional office environment, including maintaining confidential records and coordinating multiple priorities. Experience communicating effectively with internal and external customers while providing professional customer service.

Preferred Qualifications – Experience, Education, Knowledge & Skills - Experience using Sage Accounting, Banner Finance, Chrome River, or other university or governmental financial management systems. Experience with budgeting, financial reporting, grant accounting, or project financial management. Experience coordinating payroll, personnel transaction, recruiting, or human resources support. Experience coordinating meetings, travel arrangements, and event logistics in a higher education, nonprofit, or agricultural organization.

The Successful Candidate Will - Organize, prioritize, and manage multiple projects while meeting deadlines in a fast-paced environment. Analyze financial information, identify discrepancies, and maintain a high level of accuracy and attention to detail. Exercise sound judgment, discretion, and maintain confidentiality when handling financial and personnel information. Communicate professionally and effectively, both verbally and in writing, with growers, faculty, staff, vendors, board members, and the public. Establish and maintain effective working relationships with diverse stakeholders. Work independently with minimal supervision while contributing effectively as a collaborative team member. Learn and apply university policies, procedures, and financial systems. Provide excellent customer service with a positive, professional, and solution-oriented approach. Adapt to changing priorities and seasonal workload demands.

Position Special Requirements/Additional Information - Position may require occasional evening or weekend work to support Board meetings, annual grower meetings, training, or other program events. Occasional in-state travel may be required to attend meetings, conferences, or program activities. Successful candidate must be able to maintain confidentiality of financial, personnel, and sensitive program information. Position requires the ability to work extended hours during peak seasonal periods associated with potato certification and grower billing activities. This position is located on the Montana State University campus and requires regular in-person attendance. This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University's rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands - Perform work in a standard office environment, including being in a stationary position, frequent use of a computer and other standard office equipment, and effective verbal and written communication. Occasionally move throughout office and meeting locations and transport office supplies, files, and meeting materials weighing up to 25 pounds. Occasionally work outside normal business hours and travel to support Board meetings, grower meetings, trainings, and other program activities. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? - No

Posting Detail Information

Number of Vacancies - 1

Desired Start Date - Upon completion of a successful search

Position End Date (if temporary)

Open Date

Close Date

Applications will be: - Screening of applications will begin on October 22, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

EEO Statement - Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. In compliance with the Montana Veteran's Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference, please complete the veteran's preference information located in the Demographics section of your profile.

Applicant Documents

Required Documents

1. Resume
2. Cover Letter

Optional Documents