Seasonal Administrative Support Positions

Working Title Administrative Associate IV

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.

Division College of Agriculture/MAES

Contract Term Fiscal Year

Union Affiliation FOCUS-MFPE

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

Contract Type Classified Salary

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.

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.

Assist with recruiting, hiring, onboarding, and personnel documentation for temporary and seasonal employees.

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.

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.

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.

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 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.

Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

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.

Position End Date (if temporary)

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.

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.