Administrative Assistant - Front Desk

Montana Department of Transportation; Missoula (MT); Hybrid; USD 38,000 - 52,000; Full time

Benefits offered by this job

Hybrid work arrangement

Health, Dental, and Vision Insurance

Paid vacation and holidays

Public Service Student Loan Forgiv­en­

Overtime compensation or Compensatory‑

State retirement plan and deferred/vol

Employee assistance and training

Job summary

Montana Department of Transportation in Missoula seeks an Administrative Assistant to provide general office support, aid permit applicants, and route inquiries to staff.

The role assists payroll and personnel tasks, records management, and meeting coordination, with potential hybrid work options and an emphasis on customer service for staff and the public.

Qualifications

• High School Diploma or equivalent.
• One year of customer service, business/office management, or communications experience.
• Alternative qualifications include additional related work experience and education.

Responsibilities

• Assist permit applicants and answer inquiries.
• Direct inquiries to appropriate staff and provide general information.
• Support payroll and personnel tasks, including orientation and timesheet review.
• Assist with records management, access control, and meeting/event setup.
• Keep the office organized and supplied.

Skills

Office management

Customer service

Written & verbal communication

SABHRS familiarity

Emergency response awareness

Education

High School Diploma or equivalent

1 year of related experience or training

Tools

SABHRS

Job description

The Montana Department of Transportation is recruiting an Administrative Assistant to support the Missoula Division 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 position reports to the District Executive Services Manager and does not supervise other employees. This position is part of a career ladder with career advancement opportunities.

For a full job description, please contact Lauren Grayson at [e-mail]. or [phone].

Benefits of working for MDT and the State of Montana include:

• Culture of public service and a commitment to work/life balance
• Potential hybrid remote work arrangement available
• Health, Dental, and Vision Insurance
• Access to Montana Health Centers, low-cost clinics for state employees and their families
• State Retirement plan and additional savings opportunities (deferred compensation)
• Employees in this position receive overtime compensation or compensatory time for all time in a pay status over 40 hours in a workweek
• Paid vacation, sick leave, and holidays
• Eligibility for Public Service Student Loan Forgiveness
• Benefits apply on first day of employment

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

Required Application Materials

• A resume, cover letter, AND online application detailing your qualifications and work history.

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 for the application process, please contact the HR representative listed above.

Required Education And Experience

• 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

• 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 successful candidate must pass a background investigation as a condition of employment.
• Top candidates will be invited to participate in a behavioral-based interview prior to final selection.
• 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 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.
• This position is being posted in accordance with the MFPE bargaining unit agreement. Non-bargaining unit employees or employees of another bargaining unit may apply. If the position is not filled with a bargaining unit applicant, the non-bargaining unit applicants may be considered. However, bargaining unit applicants will have preference.
• 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. Proof of eligibility to work in the United States must be provided if selected for hire.
• Only electronic applications will be accepted. All required materials must be submitted by closing date. If you need assistance in completing the online application, please contact your local job service. If you need an accommodation with the application process, please contact Lauren Grayson, HR Generalist at [e-mail].