Administrative Assistant

State of Montana • Helena, MT

15h • Onsite

About The Position

The Montana Department of Corrections (DOC) is creating a safer Montana through Accountability, Rehabilitation and Empowerment. The Director's Office provides critical support to the department’s executive team through communications, financial services, legal services, and human resources. The Administrative Assistant serves as the primary front-desk representative at the Department of Corrections Central location in Helena, greeting visitors, answering inquiries, and directing individuals to the appropriate staff members. This role manages communications by answering and routing telephone calls, providing information, taking messages, and handling incoming and outgoing mail, emails, and faxes. The Administrative Assistant schedules and confirms appointments, meetings, events, and travel arrangements, prepares and distributes agendas, notes, correspondence, and reports, and provides support to staff and customers through tasks such as order placement, account assistance, and invoice processing. This position also maintains organized paper and electronic filing systems, enters and updates information in databases, and proofs documents for accuracy. Additional responsibilities include preparing responses to routine correspondence, operating standard office equipment, and monitoring office supply inventory and equipment needs. The Administrative Assistant is further responsible for coordinating the fleet vehicle process for the Helena Central office, including scheduling vehicle use, ensuring routine maintenance is completed, tracking mileage and documentation, and helping maintain the overall readiness and condition of the fleet.

Requirements

• High School Diploma
• One year of experience providing a variety of office support or clerical work
• Criminal history check
• Child/patient/offender abuse registries
• Reference checks
• E-Verify participation

Nice To Haves

• Alternative combinations of education and experience will be considered on a case-by-case basis.

Responsibilities

• Serves as the primary front-desk representative, greeting visitors, answering inquiries, and directing individuals to the appropriate staff members.
• Manages communications by answering and routing telephone calls, providing information, taking messages, and handling incoming and outgoing mail, emails, and faxes.
• Schedules and confirms appointments, meetings, events, and travel arrangements.
• Prepares and distributes agendas, notes, correspondence, and reports.
• Provides support to staff and customers through tasks such as order placement, account assistance, and invoice processing.
• Maintains organized paper and electronic filing systems.
• Enters and updates information in databases.
• Proofs documents for accuracy.
• Prepares responses to routine correspondence.
• Operates standard office equipment.
• Monitors office supply inventory and equipment needs.
• Coordinates the fleet vehicle process for the Helena Central office, including scheduling vehicle use, ensuring routine maintenance is completed, tracking mileage and documentation, and helping maintain the overall readiness and condition of the fleet.

Benefits

• Competitive compensation
• Generous State of Montana Benefits
• Potential for student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED