Administrative Assistant

State of Montana; Havre (MT); On-site; USD 26,000 - 38,000; Full time

Benefits offered by this job

Health Insurance

State Retirement plan

Paid Leave & Holidays

Job summary

Montana Department of Transportation is seeking an Administrative Assistant in Havre to provide broad administrative support for staff and the public, including assisting permit applicants, answering inquiries, and directing questions to the right staff.

The role covers payroll and personnel tasks, records management, and meeting/event setup, with standard hours 8:00am–5:00pm, Mon–Fri. Reports to District Executive Services Manager; no supervisory duties.

Qualifications

• High School Diploma or equivalent.
• At least 1 year of customer service related training or office/communications experience.
• Alternative qualifications may combine additional work experience and education.

Responsibilities

• Provide general administrative support and customer service for staff and the public.
• Assist with payroll, personnel tasks and timesheet reviews.
• Support records management, meeting setup, and office organization.

Skills

Customer service

Office management

Records management

Business communications

SABHRS knowledge

Education

High School Diploma or equivalent

Tools

Word processing

Database

SABHRS system

Job description

Job Description - Administrative Assistant (26142740)

Position Title:

Administrative Assistant - ( 26142740 )

Position Title: Administrative Assistant

Description:

TheMontana Department of Transportationis recruiting for an Administrative Assistant to support the Havre 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.

For a full job description, please contact HR Generalist, Sarah Peterson at [e-mail]

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
• 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)

• 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 .

Applicant Pool Statement : If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment : This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire.

Salary

$23.28 - $23.28 Hourly Telework Eligibility: Telework Eligible (Full-time telework is not available. Telework schedule must be supervisor approved.) Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings

Number of Openings: 1 Employee Status: Regular Schedule: Full-Time

Job Type

Standard

Shift

Day Job

Travel

Yes, 25 % of the Time

Primary Location

Havre Agency: Department of Transportation Union: Montana Federation of Public Employees

Posting Date

Closing Date (based on your computer's timezone)

Required Application Materials: Cover Letter, Resume

Contact Name: Sarah Peterson | Contact Email: [e-mail] | Contact Phone: [phone] Anyone who needs to request a reasonable accommodation in the application or hiring process should contact the 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.