Administrative Assistant - Front Desk

State of Montana • Missoula, MT

6d

About The Position

The Montana Department of Transportation is recruiting an Administrative Assistant to support the Missoula Division office. The position serves the District and Area offices, providing general administrative support and customer service to staff and the public. It helps permit applicants, answers questions, directs inquiries to appropriate staff, and provides cross-administrative support to other district groups. The role also supports payroll and personnel processes, records management, access control, meeting and event setup, and office organization and supplies. The position reports to the District Executive Services Manager and does not supervise employees. It is part of a career ladder with advancement opportunities.

The successful candidate must pass a background investigation. Top candidates will be invited to a behavioral-based interview. The position is posted under the MFPE bargaining unit agreement; bargaining-unit applicants receive preference if the position is not filled by a bargaining-unit applicant. MDT participates in E-Verify, and proof of U.S. work eligibility must be provided if selected. Applications must be submitted electronically with a resume, cover letter, and online application by the closing date.

Requirements

• High school diploma or equivalent, or a combination of education and experience equivalent to the minimum qualifications.
• One year of customer-service-related training, business or office management, or communications experience, or an equivalent combination of additional related work experience and education.
• Knowledge of office management, business communications, records management, customer service standards, and SABHRS (Statewide Accounting, Budgeting and Human Resource System).
• Ability to develop knowledge of MDT policies and procedures, emergency response protocols, and specialized database and reporting systems.
• Skill coordinating multiple projects under inflexible deadlines; translating technical information for varied audiences; identifying and resolving accounting discrepancies and database errors; operating standard office software; responding to emergencies; and communicating effectively in writing and verbally.
• Must pass a background investigation as a condition of employment.
• Proof of eligibility to work in the United States must be provided if selected for hire.
• Submit a resume, cover letter, and online application detailing qualifications and work history.

Responsibilities

• Provide administrative support and customer service for District and Area office staff and the public.
• Assist permit applicants, answer questions, and direct inquiries to appropriate staff.
• Provide cross-administrative support to other district groups.
• Support payroll and personnel tasks, including orientation, I-9/E-Verify steps, training record entry, and timesheet accuracy review.
• Support records management and access control.
• Set up meetings and events.
• Keep the office organized and supplied.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• State retirement plan and additional deferred-compensation savings opportunities
• Overtime compensation or compensatory time for time in pay status over 40 hours in a workweek
• Paid vacation, sick leave, and holidays
• Potential hybrid remote work arrangement
• Access to Montana Health Centers, low-cost clinics for state employees and their families
• Eligibility for Public Service Student Loan Forgiveness

What This Job Offers

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