Administrative Assistant

Easterseals-Goodwill Northern Rocky Mountain Inc.; Great Falls (MT); On-site; USD 25,000 - 27,000; Full time

Benefits offered by this job

Medical benefits

PTO

401(k) plan + match up to 4%

Tuition assistance

FSAs/HSAs

Employee discounts on ESGW services

Wellness program

Goodwill store discounts

Job summary

Easterseals-Goodwill Northern Rocky Mountain, Inc. (ESGW) is seeking an Administrative Assistant for People Services to support personnel records, compliance, and HR operations. This role maintains confidential information with discretion and collaborates with internal teams to keep essential processes on track.

The position emphasizes detail orientation, organization, and backup support at the main front desk, contributing to a respectful workplace and mission-driven environment.

Qualifications

• High school diploma or equivalent required.
• Three to five years of administrative experience.
• Formal administrative or secretarial training may substitute for experience.

Responsibilities

• Maintain complete, accurate, and timely personnel records.
• Manage confidential information in compliance with HIPAA, CARF, and ESGW requirements.
• Update HRIS records and ensure electronic files are properly maintained.
• Compile reports and documentation related to personnel activities.
• Track HR training, policy acknowledgements, and compliance requirements.
• Conduct and track OIG and SAM reporting.
• Process employment verifications and authorized information requests.
• Manage the volunteer program.
• Provide daily backup support for the main front desk to cover breaks and lunch.
• Occasional full-day backup support for the main front desk may be required.

Skills

Administrative skills

Organizational skills

Written and verbal communication

Excel/Word/PowerPoint

Software adaptability

Confidential information handling

Education

High School diploma or equivalent

Tools

Excel

Word

PowerPoint

Job description

Wage: $18.50 to $19.70, depending on experience

Easterseals-Goodwill Northern Rocky Mountain, Inc. (ESGW) is a mission-driven organization with a broad reach across our communities. Through a combination of human services and Goodwill retail operations, we create opportunities for people to work, learn, and thrive.

Employees at ESGW are part of a collaborative, respectful workplace where reliability, professionalism, and teamwork matter. We value people who take pride in their work, support one another, and understand how their role contributes to the bigger picture.

Position Summary

Do you love keeping things organized, accurate, and running smoothly? Are you someone people trust and rely on? The Administrative Assistant for People Services is a key behind-the-scenes role that keeps essential processes on track. This position supports administrative operations, personnel records, and compliance efforts while working closely with internal teams. If you enjoy detail-oriented work, value confidentiality, and want to be part of an organization doing meaningful work, this may be the perfect fit.

Key Responsibilities

• Maintain complete, accurate, and timely personnel records
• Manage confidential information in compliance with HIPAA, CARF, and ESGW requirements
• Update HRIS records and ensure electronic files are properly maintained
• Compile reports and documentation related to personnel activities
• Track HR training, policy acknowledgements, and compliance requirements
• Conduct and track OIG and SAM reporting
• Process employment verifications and authorized information requests
• Manage HR document destruction schedules
• Track driver licenses, vehicle insurance, and generate annual DMV reports
• Manage the volunteer program
• Complete additional administrative duties and special projects as assigned
• Provide daily backup support for the main front desk to cover breaks and lunch
• Occasional full-day backup support for the main front desk may be required

Qualifications

Education

• High School diploma or equivalent

Experience

Three to five years of administrative experience

• Formal administrative or secretarial training may substitute for experience

Skills

• Strong administrative and organizational skills
• Excellent written and verbal communication
• Proficiency in Excel, Word, and PowerPoint
• Ability to learn new software systems
• Ability to handle confidential information with discretion

Additional Requirements

• Regular and predictable attendance in accordance with ESGW policy
• Ability to work independently and collaboratively
• Ability to move throughout the facility and community, with or without reasonable accommodation
• All positions require the completion of a background check. Acknowledging or having criminal convictions does not constitute an automatic bar to employment.

Easterseals-Goodwill offers a comprehensive & competitive benefits package including:

• Medical, Vision, Dental, and Voluntary Products
• Paid Time Off (PTO)
• 401(k) Retirement Plan + up to 4% contribution
• Tuition Assistance
• Flexible Spending + Health Savings Accounts
• 10% Discount on ESGW Services
• Employee Wellness Program
• 30% Discount at Goodwill Stores

Easterseals-Goodwill is a 501(c)(3) nonprofit organization and is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program. Under the PSLF, you may be eligible for student loan forgiveness on qualifying loans under specific terms. Contact your loan provider for more information.

Easterseals-Goodwill (ESGW) is an equal-opportunity employer and encourages all qualified applicants to apply. We are committed to maintaining a recruitment process that is fair and accessible to everyone.

Our goal is to foster a workplace that values diverse perspectives and creates an environment where individuals from various backgrounds feel respected and supported.

We do not discriminate based on race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, genetics, or veteran status, in accordance with applicable laws.

If you need assistance or accommodation during the application process, please inform us, and we will do our best to provide appropriate support.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.