Administrative Assistant - Front Desk

State of Montana • Missoula, MT

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About The Position

The Montana Department of Transportation is recruiting an Administrative Assistant to support the Missoula Division office. The position provides general administrative support and customer service for staff and the public within the District and Area offices. It assists permit applicants, answers questions, directs inquiries to appropriate staff, and provides cross-administrative support to other district groups.

The role supports payroll and personnel activities, including orientation, I-9/E-Verify steps, training-record entry, and timesheet accuracy reviews. It also assists with records management, access control, meeting and event setup, and maintaining an organized and supplied office. The position reports to the District Executive Services Manager and does not supervise employees. It is part of a career ladder with advancement opportunities.

Candidates must pass a background investigation. The successful candidate must provide proof of eligibility to work in the United States. MDT participates in E-Verify. The position is posted in accordance with the MFPE bargaining unit agreement, with bargaining unit applicants receiving preference if otherwise eligible.

Requirements

• Education and experience equivalent to a high school diploma or equivalent and one year of customer-service-related training, business or office management, or communications experience.
• Alternatively, a combination of additional related work experience and education equivalent to the minimum qualifications.
• Knowledge of office management, business communications, records management, customer service standards, and SABHRS (Statewide Accounting, Budgeting and Human Resource System).
• Ability to develop progressively responsible knowledge of MDT policies and procedures, emergency response protocols, and specialized database and reporting systems.
• Skill in coordinating multiple projects under inflexible deadlines and translating technical information for varied audiences.
• Skill in identifying and resolving accounting discrepancies and database errors.
• Skill in operating standard office software applications, including word processing and database applications.
• Skill in responding to emergency situations and communicating effectively in writing and verbally.
• Must pass a background investigation as a condition of employment.
• Must provide proof of eligibility to work in the United States if selected for hire.

Responsibilities

• Provide general administrative support and customer service to staff and the public.
• Assist permit applicants, answer questions, and direct inquiries to the appropriate staff.
• Provide cross-administrative support to other groups within the district.
• Support payroll and personnel tasks, including participating in orientation, completing I-9/E-Verify steps, entering training records, and reviewing timesheets for accuracy.
• Assist with records management and access control.
• Set up meetings and events.
• Help keep the office organized and supplied.

Benefits

• Health, dental, and vision insurance.
• Access to Montana Health Centers, described as low-cost clinics for state employees and their families.
• State retirement plan and additional savings opportunities through deferred compensation.
• Overtime compensation or compensatory time for time in pay status over 40 hours in a workweek.
• Paid vacation, sick leave, and holidays.
• Eligibility for Public Service Student Loan Forgiveness.
• Benefits apply on the first day of employment.
• Potential hybrid remote work arrangement available.
• Career advancement opportunities through a career ladder.

What This Job Offers

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