Operations Specialist

State of Montana•Helena, MT

25d

About The Position

The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency's HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application. State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant. Note\: Employees for the State of Montana must reside within Montana. All applications and required application documents must be submitted through the MT Careers site at\: https\://mtstatejobs.taleo.net/careersection/200/jobdetail.ftl?job=26140835&tz=GMT-06:00&tzname=America/Denver Every great agency runs on the strength of a dedicated team behind the scenes, and that’s where you come in. As an Operations Specialist with the Centralized Services Division, you’ll be the go-to expert ensuring Montana’s payroll, personnel, and administrative systems run seamlessly. Your work will help create reliable, efficient operations that support the state’s workforce every single day. Join us and make a lasting impact by strengthening the systems that empower the Department of Labor & Industry to serve communities across Montana. MISSION STATEMENT: Empowering all Montanans through work and opportunity. It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI here. POSITION OVERVIEW: The Operations Specialist provides vital administrative, payroll, and data management support for the Centralized Services Division within the Department of Labor & Industry. This position coordinates personnel actions, manages system security, supports risk management activities, and ensures compliance with agency and state policies. The role works closely with division leadership and staff to maintain the integrity of administrative systems, streamline processes, and implement improvements that enhance overall operational efficiency. WHAT’S IN IT FOR YOU: By joining the Centralized Services Division, you’ll gain hands on experience in the core systems that keep state government running smoothly. This position offers the chance to: Build specialized expertise in payroll, personnel systems, and enterprise technology used statewide. Grow professionally through cross divisional collaboration, technical training, and process improvement initiatives. Make a real impact by ensuring employees and programs have the accurate, timely, and compliant support they rely on to serve Montanans. Develop analytical and technological skills that position you for advancement within the Department of Labor & Industry or across state government. Join a supportive team environment that values continuous learning, inclusivity, and work life balance.

Requirements

Data and Process Analysis\: Review and audit data for completeness and accuracy, identify process improvements, and recommend operational efficiencies.
Technical and System Proficiency: Use Microsoft Excel, Microsoft Office, and enterprise systems such as SABHRS to manage information and produce accurate reports.
Policy and Compliance Interpretation\: Apply agency policies, administrative procedures, and applicable rules to ensure consistent, compliant operations.
Confidentiality and Professional Judgment\: Handle sensitive information and personnel records with discretion and integrity.
Communication and Customer Service\: Explain complex information clearly, craft professional correspondence, and support employees and stakeholders with empathy and respect.
Adaptability and Initiative\: Prioritize multiple tasks, respond to changing needs, and contribute to continuous improvement efforts across the division.
Collaboration and Relationship Building: Work effectively with colleagues across departments to share information, coordinate projects, and solve problems collaboratively.
Demonstrated experience performing administrative, payroll, or personnel support functions that require accuracy, confidentiality, and policy compliance.
Experience analyzing data and producing reports to support management decisions or program evaluations.
Proficiency with Microsoft Excel, Outlook, and common office applications, with the ability to learn specialized systems like SABHRS or similar enterprise solutions.
Experience maintaining records, managing databases, and ensuring information integrity in compliance with applicable policies and standards.
Strong written and verbal communication skills, with a record of providing effective customer service and interpreting technical or procedural information for diverse audiences.
A degree in accounting, finance, business administration, or a related field may supplement relevant professional experience but is not a substitute for demonstrated skills and competencies in the areas noted above.
Equivalent combinations of education and directly related experience will be considered.

Responsibilities

Process Payroll and Timekeeping\: Audit employee time records for accuracy and policy compliance; research and resolve discrepancies; and provide guidance to staff on payroll procedures.
Manage Personnel Modifications\: Maintain personnel information and related documentation, ensuring timely updates and strict confidentiality standards.
Administer System Security: Evaluate, process, and monitor SABHRS access requests to maintain appropriate security levels and protect sensitive data.
Support Risk Management\: Track insurance claims and asset information, assist with annual audits, and coordinate related documentation.
Serve as Technology Liaison\: Maintain hardware and software inventories, coordinate technology deployment and replacement, and provide basic troubleshooting and user support.
Conduct Data Analysis and Reporting: Gather and analyze information from agency systems to identify trends, assess process effectiveness, and support data-driven decision-making.
Support Division Projects: Contribute to biennial, annual, and special projects, offering logistical and analytical support to improve workflows and outcomes.

Benefits

Work/life balance with hybrid schedules or partial telework may be available within the state of Montana.
38 paid days off a year including vacation, sick leave and holidays.
Military leave\: You’ll get up to 15 days of military leave with full pay.
Longevity raises with continuous service, as well as any negotiated market increases and state statutory raises.
Health, dental, vision, life insurance coverage, flexible spending accounts, EAP
Free telehealth and access to free employee medical clinics through our medical plan
Choice between two retirement plans with an employer contribution between 8.73% - 9.07% of your annual salary. A third optional 457(b) deferred compensation plan is also available.
Public Service Loan Forgiveness- Employment with the State of Montana may qualify you to receive loan forgiveness
Career progression, training opportunities and room for professional growth.
State employee discounts at various businesses across the state.
This position may be eligible for a statutory $1.00 an hour base pay increase effective on July 1, 2026.
This position may be covered by a Voluntary Employee Beneficiary Association (VEBA)