Public Records Program Assistant

State of Montana • Helena, MT

11h • Onsite

About The Position

The Department of Administration is seeking a dynamic and dedicated individual to join the Office of Public Information Requests (OPIR). This role is vital in assisting requestors of public information, ensuring government transparency as outlined in the Montana Constitution. The successful candidate will serve as a key point of contact for citizens, media groups, and outside entities, facilitating access to information while upholding the principles of openness and accountability fundamental to Montana's government. In this role you will work with executive branch agencies to fulfill public information requests using our newly implemented case management system. We are looking for someone with excellent customer service skills, a positive attitude, and a strong commitment to public service. The ideal candidate must demonstrate the ability to manage competing priorities in a fast-paced environment, maintain professionalism and communicate effectively with diverse audiences. If you are passionate about public service and thrive when helping others, we encourage you to apply and be part of Montana’s commitment to transparent and responsive government. This is a great opportunity to take your customer service skills to the next level, develop knowledge of case management systems, work with legal, communications, information technology, and other professionals, and serve the people of Montana.

Requirements

• High School Diploma or equivalent
• Substantive professional experience in customer service and information management
• Knowledge of or ability to learn Montana public records laws and processes
• Knowledge of or ability to learn case file organization and management
• Ability to efficiently process and track a wide range of information requests using established workflows and digital tools.
• Ability to maintain accuracy and attention to detail when reviewing and delivering information in support of requests.
• Ability to provide prompt, courteous, and knowledgeable service to internal and external clients.
• Ability to communicate clearly and professionally with stakeholders at all levels.
• Ability to build and maintain positive working relationships with a diverse group of colleagues and partners.
• Ability to be self-motivated and adapt to shifting priorities and manage multiple tasks in a fast-paced environment.
• Ability to apply problem-solving skills to resolve issues and improve processes.
• Ability to perform with trustworthiness and integrity while demonstrating discretion and upholding confidentiality when handling sensitive information.

Nice To Haves

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

Responsibilities

• Assist requestors of public information.
• Ensure government transparency as outlined in the Montana Constitution.
• Serve as a key point of contact for citizens, media groups, and outside entities.
• Facilitate access to information while upholding the principles of openness and accountability.
• Work with executive branch agencies to fulfill public information requests using a case management system.
• Process and track a wide range of information requests using established workflows and digital tools.
• Maintain accuracy and attention to detail when reviewing and delivering information in support of requests.
• Provide prompt, courteous, and knowledgeable service to internal and external clients.
• Communicate clearly and professionally with stakeholders at all levels.
• Build and maintain positive working relationships with a diverse group of colleagues and partners.
• Manage multiple tasks in a fast-paced environment.
• Apply problem-solving skills to resolve issues and improve processes.
• Perform with trustworthiness and integrity while demonstrating discretion and upholding confidentiality when handling sensitive information.

Benefits

• Health Coverage
• Retirement plans
• Paid Vacation and Sick Leave and Holidays
• Public Service Loan Forgiveness (PSLF) – Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees