Job Listing
🔗Office Coordinator
Website Preserve Montana
Since 1987, Preserve Montana has served as the statewide nonprofit preservation organization for Big Sky Country. Our mission is to protect historic places, traditional landscapes and cultural heritage across Montana.
This is a one-year contract position at 12-16 hours per week.
The Office Coordinator role requires exceptional organizational skills, self-motivation, and meticulous attention to detail. It is responsible for demonstrating and building a positive workplace culture and upholding Preserves Montana’s reputation for being responsive and professional externally. This position directly supports the Executive Director and serves as the primary liaison to the Board of Directors. The Office Coordinator is not responsible for supervising any employees.
KEY FUNCTIONS:
Internal Operations and Project Coordination
- Coordinate facility operations for the Baxendale Schoolhouse Preservation Center in Helena.
- Consistently organize and maintain office systems, operations and procedures.
- Collect, receive and record deposits and take prepared deposits to the bank.
- Coordinate record keeping with membership and bookkeeping staff and help track receivables/payables.
- Help with the collection and analyses of data regarding registrations and events.
- Looks for ways to improve and promote quality throughout the office work setting.
- With all tasks and assignments, demonstrate thoroughness, attention to detail, and accuracy with information.
Administrative
- Ensure the Preserve Montana team has the resources to make timely decisions and execute the mission.
- Participate in staff meetings and serve as a resource to take on additional projects where needed in support of the team.
- Perform light office maintenance at main office (plant watering, office cleaning, etc.), errands, etc.
- Support the Executive Director through coordination of executive scheduling, various calendars, appointments, travel and expense submissions.
- Provide documentation and support for new staff orientation and on-boarding.
- Assist with staff benefit enrollments and billing.
Board of Directors Support
- Ensure that the Board of Directors have what is needed to make timely decisions and support the fulfillment of the organizational mission.
- Schedule board and committee meetings, assist with meeting minutes, coordinate board communication and provide committee support.
Customer Service, Coordination and Outreach
- Engage Preserve Montana staff, donors, members, partners and public with a professional, appropriate and responsive manner in furtherance of the Preserve Montana mission.
- Lead customer service for the Preserve Montana team, often serving as the first point of contact for the public and direct inquiries to relevant people.
- Assist with Preserve Montana’s customer relations management (CRM) system.
- Coordinate event logistics.
- Assist with platform and digital event registration management.
Support various Preserve Montana studies and external publications.
Preserve Montana is an Equal Opportunity Employer. Preserve Montana does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.
Benefits
All NCPE interns received an hourly stipend, the rate is listed at each position description. Additionally, interns receive paid time off (PTO), paid Federal holidays if working full-time, and access to NCPE's Employee Assistance Program (EAP) for career and personal counseling, coaching, and referrals. Project sites may also offer a housing allowance and/or commuting stipend; this information is also listed in the description or offered during the interview.
Eligible NCPE interns who successfully complete their internships may count their position towards earning a Public Land Corps (PLC) Non-Competitive Hiring Authority certificate. To be eligible to earn a PLC certificate, an intern must be 30 years old or younger (or 35 if a veteran). Once earned, the PLC hiring authority certificate may be used to apply for eligible Federal temporary, term, or permanent positions. Successful completion of a NCPE internship does not guarantee Federal employment. Contact manager@preservenet.org for more details.
Eligibility
To be eligible, applicants must be
*at least 18 years old;
*no older than 30 years of age (or 35 years if a Veteran) when beginning the internship; applicants who are 31 or older (or 36 or older if a Veteran) are not eligible;
*currently enrolled in a degree-seeking academic program at the college level (or recently graduated within the past 12 months)
*be a U.S. Citizen or permanent resident.
Interns are not allowed to work more than 1200 hours total in the program; previous interns must stay within this overall limit. The length of an internship can vary from 10 to 30 weeks if full-time (40 hours per week) or longer if on a part-time schedule. If selected, the exact starting date will be determined by you and the NPS supervisor. The stipend rate is $17.00 per hour unless otherwise listed.
The successful candidate is responsible for finding and paying for travel to and housing at the internship location; some exceptions apply. The supervising office may be able to assist in locating housing but it is ultimately up to the individual accepting the internship to find accommodation.
The National Council requires all interns working in-person at Federal facilities and/or with Federal employees receive the Covid-19 vaccination. Please be advised that you may also be required to wear a mask, depending on the protocols adopted by your work site. Also be aware that, due to Government-wide security requirements, a background check will be required if you are selected for a position. This will include providing information about recent housing and employment history. The position supervisor will have more information about these requirements and procedures at the time of hiring. You may direct any questions to NCPE's Internship Program Director, Julee Johnson, at manager@preservenet.org.
Please note that interns are not NCPE or NPS employees. Stipends are academic awards and taxes are not withheld, nor are social security contributions made on your behalf. These funds may be taxable, however, so consult a tax preparation professional if you have questions.
How to Apply
You may review NCPE's internship opportunities anytime without registering. Use the search function to find listings by location, keyword, or area of interest/category. Once you identify one or more positions of interest, there is a 3-step application process.
Step 1: Click on the Apply for Job button, then select Universal Application. Click on Register to create a User Account, which requires a username and email. A link will be sent to you from manager@preservenet.org to create a password. We suggest that you add this email to your safe senders list so you don't miss receiving this important link. You will be instructed to Log In to Preservenet using your username or email and password, which will take you back to the Universal Application.
Step 2: The Universal Application is required to apply for all NCPE internships. You fill out this form only once. In addition to contact information, educational status, work history, and experience, it requires two attachments: (1) the 2 most recent years of academic transcripts. These may be unofficial transcripts if official versions are unavailable. A PDF is preferred, labeled Your Your Last Name_Your First Name_Transcript. (2) a resume or CV (curriculum vitae). Please limit to a maximum of 4 pages; 2 pages are preferred. A PDF is preferred but jpg, png, doc, or docx file types are accepted. Label Your Last Name_Your First Name_Resume. This form may be saved as a draft and completed later. Use the link provided to return to the form.
Step 3: Once you submit the Universal Application, you may browse and apply for NCPE internships using the link provided. Complete the application process by clicking on the Apply for job button found at each internship listing and upload the required Essay. Use the essay to explain why you are applying for an internship, including how your interest areas will benefit the National Park Service (NPS) and how the internship will further your studies and career goals. Be as specific as possible; there is a 400-word maximum length. Submit the essay to finish the application for that position. You may apply for a maximum of 6 internships during an application round; there is no limit at other times of the year. DO NOT SKIP THIS STEP!
Logging in with a Registered User Account and completing the Universal Application is required to apply for NCPE Internships. Please visit the Universal Application page to register for an account and complete the form. After logging in and completing the form, refreshing this listing will display the Job Application to apply online.