Human Resources Coordinator

Gallatin County; Bozeman (MT); On-site; USD 42,000 - 62,000; Full time

Job summary

Gallatin County is seeking an HR Coordinator to provide technical and administrative support to the Human Resources Department. The role handles clerical duties, maintains records, supports recruitment and onboarding, and coordinates employee recognition and engagement activities.

The position serves as the first point of contact at the HR front desk, assisting employees and the public. It also supports I-9 verification, new employee training, and policy development, with supervision by the HR

Qualifications

• One year of post-secondary training or education in business, office administration, human resources, or a related field.
• Two years of progressively responsible administrative or office support experience.
• Experience in a human resources setting is preferred.

Responsibilities

• Maintain and enter personnel activity records and HRIS data accurately.
• Support recruitment, onboarding, training, and new employee communications.
• Assist with policy development, compliance, and records retention procedures.
• Coordinate employee recognition and engagement activities and milestones.
• Handle front desk duties: phones, mail, inquiries, and records management.

Skills

Data entry

Records management

Front desk operations

Event coordination

Policy drafting

Effective communication

Education

Post-secondary education in business/HR

HR certification (preferred)

Tools

HRIS

Applicant Tracking System (ATS)

Payroll software

Job description

The HR Coordinator provides technical and administrative support to the Human Resources Department. This position is responsible for clerical and administrative duties, maintaining records and databases, supporting recruitment, training, and onboarding processes, coordinating employee recognition and engagement activities, and supporting policy development and compliance.

The position serves as the first point of contact at the HR front desk and performs routine office duties and assists employees and the public with routine inquiries. The role also assists with I-9 verification, new employee training and communications, and professional development training.

This position reports to the Human Resources Director and does not directly supervise other employees.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Administrative Support

• Manage and maintain personnel activity records, including data entry of employee status changes.
• Enter and verify new positions and new hires in the HRIS system, including I-9 verification, benefits, and payroll deductions; ensure accurate assignment of positions, account strings, and medical/retirement plans.
• Assist with planning, preparing, and executing employee training sessions administered by HR.
• Draft, distribute, and track routine correspondence and forms; create and update forms and documents on the intranet.
• Serve as the department’s front desk support; answer phones, process mail, respond to routine in-person and email inquiries, and manage records systems.
• Complete employment verifications, Department of Labor statistical reports, and compliance forms.
• Process invoices, and departmental credit card statements as assigned.
• Manage employment contracts through the ERP system.
• Schedule meetings, coordinate logistics, and maintain office supply inventory.
• Coordinate employee recognition and award programs, including milestone anniversaries, service awards, birthdays, and similar initiatives.
• Assist in planning and representing Gallatin County at job fairs, community events, and other recruitment activities as assigned.

Technical Support

• Provide user support and resolve routine technical issues related to HR software.
• Support onboarding and offboarding processes for employees, including E-Verify, processing all new hire paperwork, and assisting with new employee training. Lead offboarding communications and required actions.
• Maintain content on the HR website and intranet.

Policy and Compliance Support

• Assist with the development, review, and maintenance of HR policies, SOPs, and supervisory guidelines by providing administrative support and input.
• Help ensure accuracy in the County Personnel Policy Manual and related documents by supporting policy updates and revisions.
• Assist with compliance-related procedures (e.g., background checks, records retention, personnel file standards).

Other Duties as Assigned

• Perform other functions as directed, including special projects and training.
• Provide support in the event of a declared emergency or disaster as required by the County.

Knowledge of:

• Office operations, equipment, and administrative practices.
• Human Resources processes for recruitment, onboarding, and records management standards.
• HR best practices related to employee engagement, recognition, and retention programs.
• Basic policy development and documentation practices, including SOP creation and maintenance of policy manuals.
• Applicable federal and state employment laws, and County policies and procedures.

Skill in:

• Accurate data entry, records management, and file maintenance.
• Front desk operations and clerical support.
• Event and training coordination and logistics (e.g., employee training, recognition events, career fairs).
• Drafting, editing, and updating policies, procedures, and guidelines.
• Using applicant tracking systems, HRIS, and training software.
• Communicating effectively both verbally and in writing with diverse audiences.
• Providing excellent customer service to employees, supervisors, elected officials, and the public.

Ability to:

• Manage multiple priorities, respond to changing needs, and maintain flexibility.
• Exercise courtesy, tact, and professionalism with staff, elected officials, and the public.
• Work independently while also collaborating effectively as part of a team.
• Maintain confidentiality and appropriately handle sensitive and confidential information.
• Represent the County professionally at public events such as job fairs and community outreach activities.
• Support the development and implementation of policies, procedures, and guidelines to ensure consistency and compliance.

Required Education and Experience:

• One (1) year of post-secondary training or education in business, office administration, human resources, or a related field; and
• Two (2) years of progressively responsible administrative or office support experience.

Desired Education and Experience:

• Experience in a human resource setting.
• Additional post-secondary coursework, training, or certification in human resources, business administration, or a related field.

As a condition of hire, the final candidate will be required to successfully pass a criminal and driving screening.

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.