Administrative Assistant

Montana Department of Transportation; Havre (MT); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Health, Dental, Vision Insurance

State Retirement plan

Paid vacation, sick leave, and public/

Public Service Student Loan Forgivene

Holidays

Job summary

The Montana Department of Transportation in Havre is seeking an Administrative Assistant to provide general administrative support to the district office and staff. The role includes payroll and personnel tasks, onboarding, I-9/E-Verify steps, recordkeeping, meeting setup, and customer service for staff and the public.

The successful candidate will assist in coordinating multiple projects, handle inquiries, and help maintain office organization and supplies, with typical hours Monday through

Qualifications

• High School Diploma or equivalent required.
• At least 1 year of customer service related training or experience.
• Familiarity with office management and basic accounting processes preferred.

Responsibilities

• Provide general administrative support to the Havre Office.
• Assist with payroll and personnel tasks (orientation, I-9/E-Verify steps, timesheets).
• Answer questions and direct inquiries to appropriate staff.
• Maintain records, setup meetings/events, and manage office supplies.
• Support staff and the public with courteous, accurate information.

Skills

Customer service

Office management

Communication

Time management

Education

High School Diploma or equivalent

1 year customer service/training experience

Tools

SABHRS

Microsoft Office

Job description

Position Title

Administrative Assistant

Description

The Montana Department of Transportation is 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.

Contact

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
• 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.

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.