Administrative Assistant

Montana; Great Falls (MT); On-site; USD 32,000 - 52,000; Full time

Job summary

The Montana Department of Transportation is seeking an Administrative Assistant to support the Great Falls Office. This role provides general administrative support and customer service for staff and the public, including assisting permit applicants and directing inquiries to the right staff.

The position also offers cross-team support, payroll and personnel tasks, records management, and event setup. Office hours are 8:00am–5:00pm, Monday–Friday, MDT core hours.

Qualifications

• High school diploma or equivalent and one year of customer service training/office experience.
• Experience with office management, business communications, and records management is preferred.
• Knowledge of SABHRS or similar systems is advantageous.

Responsibilities

• Provide general administrative support and customer service for staff and the public.
• Assist permit applicants and direct inquiries to appropriate staff.
• Support payroll and personnel tasks, including training records and timesheet checks.
• Maintain records management, access control, meeting/event setup, and office organization.

Skills

Office management

Business communications

Records management

Customer service standards

SABHRS knowledge

Emergency response protocols

Database reporting systems

Written communications

Verbal communications

Education

High School Diploma or equivalent

Tools

MS Office

Database software

SABHRS

Job description

About this job

Position Title: Administrative Assistant

Description:

The Montana Department of Transportation is recruiting for an Administrative Assistant to support the Great Falls Office! This position serves as an Administrative Assistant within the District and Area offices. The role provides general administrative support and customer service for staff and the public. Duties include helping permit applicants, answering questions, and directing inquiries to the right staff. The position also offers cross administrative support to other groups within the district to keep information and tasks moving smoothly. The role supports payroll and personnel tasks, such as participating in orientation, completing I 9/E Verify steps, entering training records, and reviewing timesheets for accuracy. It also helps with records management, access control, meeting and event setup, and keeping the office organized and supplied. The general working hours for this position are Monday through Friday from 8:00am to 5:00pm. This position generally covers MDT’s core public hours. The position reports to the District Executive Services Manager and does not supervise other employees.

Benefits of working for the Montana Department of Transportation and the State of Montana include:

• Culture of public service and a commitment to work/life balance
  • For information on the Montana Department of Transportation’s mission, vision, and values, please visit our website: https://www.mdt.mt.gov/about.aspx#values
• Health, Dental, and Vision Insurance
  • Benefits apply on first day of employment
  • Access to Montana Health Centers, low-cost clinics for state employees and their families
• State Retirement plan and additional savings opportunities (deferred compensation)
• Paid vacation, sick leave, and holidays
• Eligibility for Public Service Student Loan Forgiveness

Required Application Materials:

• A resume detailing your qualifications and work history.
• A cover letter of no more than two pages addressing your qualifications for the position.

Your online application and all required materials must be submitted before midnight on the closing date. Ensure all materials submitted are selected as “Relevant.”

If you need an accommodation with the application process, please contact the HR representative listed below.

Minimum Qualifications:

The required knowledge and skills are typically acquired through a combination of education and experience equivalent to a High School Diploma or equivalent

AND one (1) year of customer service related training, business or office management, or communications experience.

Alternative qualifications include: Any combination of additional related work experience and education equivalent to the minimum qualifications.

Knowledge, Skills and Abilities (Behaviors):

• This position requires knowledge of office management, business communications, records management, customer service standards, along with knowledge of SABHRS (Statewide Accounting, Budgeting and Human Resource System).
• This position is also expected to develop a progressively responsible knowledge of MDT policies and procedures, emergency response protocols, and specialized database and reporting systems (e.g., road reporting, Adopt-a-Highway, etc.).
• This position requires skill in coordinating multiple projects under inflexible deadlines; translating technical information to varied audiences; identifying and resolving accounting discrepancies and database errors; operating standard office software applications (e.g., word processing, database, etc.); responding to emergency situations; and written and verbal communications.

Other Information:

The Montana Department of Transportation (MDT) is committed to continuous improvement of our employee safety program and our safety and health processes, and to achieving an injury-free workplace.

The Montana Department of Transportation is an equal opportunity employer. Women, racial and ethnic minorities, people with disabilities, and veterans and disabled veterans are encouraged to apply. People with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may call the Human Resources and Occupational Safety Division, at 406.444.6054.

The successful candidate must pass a name-based background investigation as a condition of employment.

Driver’s record will be verified. Successful applicants will be required to sign a release form which authorizes the Department to obtain the applicant’s permanent driving records. Compliance with Mont. Admin. R. 2.6.201, "State Vehicle Use," and MDT Policy #6.03.001, "State Vehicle Use Policy" are conditions of employment.

Effective 5/26/2026, MDT is participating in E-Verify to confirm employment eligibility. After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website found here, https://www.e-verify.gov.