Administrative Assistant

Note: Employees for the State of Montana must reside within Montana. All applications and required application documents must be submitted through the MT Careers site at:

As an Administrative Assistant with the Montana Department of Labor & Industry, you'll support our mission of empowering Montanans through work and opportunity. Your work helps ensure department operations are efficient, responsive, and accessible so Montanans can receive timely assistance. This role offers a collaborative, public service environment where organization, reliability, and professionalism contribute to meaningful outcomes for communities across the state.

MISSION STATEMENT:

Empowering all Montanans through work and opportunity.

It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI here.

POSITION OVERVIEW:

The Central Services Division provides operational support that helps agency programs and services function efficiently and consistently. This position serves as a key administrative resource and first point of contact for the public, assisting customers by phone, email, and in person while supporting daily office operations. The role manages communications, records, supplies, scheduling, and routine administrative processes that help the division meet service and operational goals. Through accurate, organized, and customer-focused support, this position contributes to effective internal operations and positive public service outcomes.

WHAT'S IN IT FOR YOU:

• Meaningful public service: Contribute to work that supports Montanans in accessing employment services, benefits, and other important resources.
• Professional growth: Build strong, transferable skills in administration, customer service, communication, organization, and state government operations.
• Varied daily work: Take on a mix of customer support, coordination, recordkeeping, and administrative tasks that keep the work engaging and purposeful.
• Supportive environment: Work with a collaborative team that values service, respect, reliability, and continuous improvement.

ESSENTIAL FUNCTIONS:

• Provide customer support: Serves as the first point of contact by answering phones, responding to emails, and assisting walk-in customers with questions about services, programs, and procedures.
• Coordinate office operations: Maintains an organized and fully functional office by ordering supplies, monitoring equipment needs, and supporting day-to-day administrative operations.
• Process mail and logs: Opens and distributes daily mail, completes daily logs, and helps maintain accurate administrative records.
• Support financial tracking: Logs checks, maintains vendor information, and runs routine reports to support operational and financial processes.
• Manage schedules and travel: Coordinates calendars, meeting requests, and travel arrangements for division staff.
• Monitor shared communications: Reviews division email traffic and helps ensure messages are routed or addressed in a timely and professional manner.
• Assist with special projects: Provides administrative support for additional projects and assignments from the Central Services Division Administrator.

REQUIRED SKILLS AND COMPETENCIES:

Candidates must demonstrate the ability to:

• Customer service excellence: Candidates must demonstrate the ability to provide professional, accurate, and helpful service to diverse customers in person, by phone, and through email.
• Organization and time management: Candidates must demonstrate the ability to prioritize multiple assignments, manage deadlines, and keep administrative workflows on track.
• Attention to detail: Candidates must demonstrate the ability to maintain accuracy in data entry, document preparation, logs, and recordkeeping.
• Written and verbal communication: Candidates must demonstrate the ability to communicate clearly, professionally, and effectively with staff, leadership, and the public.
• Confidentiality and discretion: Candidates must demonstrate the ability to handle sensitive information responsibly and apply sound judgment in maintaining privacy.
• Technical proficiency: Candidates must demonstrate the ability to use Microsoft Outlook, Excel, Teams, and other office technology to complete work efficiently.
• Problem solving and resource navigation: Candidates must demonstrate the ability to identify issues, answer routine questions, and connect customers or staff with the appropriate resources.
• Adaptability and reliability: Candidates must demonstrate the ability to maintain consistent performance in an environment with changing priorities and operational needs.
• Public-facing office support: Experience working in a front-desk, reception, or other customer-facing administrative environment.
• Administrative systems proficiency: Familiarity with electronic records, shared inbox management, calendars, spreadsheets, or routine reporting tools.
• Operational coordination: Ability to keep office processes organized, anticipate administrative needs, and follow through on recurring tasks with minimal oversight.
• Financial tracking support: Experience assisting with logs, vendor information, check tracking, or other routine business process documentation.
• Professional judgment: Ability to manage sensitive interactions and information with tact, professionalism, and discretion.
• Continuous improvement mindset: Interest in identifying practical ways to improve workflows, communication, and day-to-day office efficiency.

MINIMUM QUALIFICATIONS (Education and Experience)

• Demonstrated experience providing administrative or office support in a professional setting, including managing communications, records, scheduling, or office logistics.
• Experience delivering customer service and communicating clearly with a variety of audiences.
• Proficiency with Microsoft Outlook, Excel, Teams, and other office software, along with the ability to learn agency systems and electronic records tools.
• Experience organizing multiple tasks, maintaining accurate records, and meeting deadlines in a busy work environment.
• Experience handling confidential or sensitive information with sound judgment and discretion.
• Ability to support routine operational processes such as maintaining logs, tracking information, preparing reports, or assisting with administrative coordination.

A degree in business administration, office management, or a related field may supplement relevant professional experience but is not a substitute for demonstrated skills and competencies in the areas noted above. Equivalent combinations of education and directly related experience will be considered.

HOW TO APPLY FOR THIS OPPORTUNITY:

A complete state application is not required; however, you will need to initiate the application and attach the resume, cover letter or other required documents at time of application to be considered for this position. Resume will auto fill the application, but the application will not be scored or reviewed.

Failure to attach the cover letter and resume will result in your application being considered incomplete and will not be considered further. Materials submitted but not requested will not be considered in the selection process.

Tip: When attaching your resume, cover letter or other required documents you must mark the attachments as "RELEVANT" or we will be unable to view your documents.

Required application materials:

• Cover Letter - Your Cover Letter should explain how your experience and education meet the identified required skills and competencies, with examples that demonstrate your qualifications.
• Resume - include all work experience you have held that would help you qualify for this position, including duties, dates of employment.

Only online applications will be accepted. By applying online, you can receive updates and monitor the status of your application.

All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an application confirmation email with instructions on acceptable preference documents and how to submit such documents.

If you need an accommodation with the application process, please contact the HR office.

BENEFITS:

Being able to enjoy the quality of life in the beautiful state of Montana is one of the benefits you will love about this opportunity! Our mountains, waterways and open spaces provide not only beautiful scenery but year-round recreational opportunities including hiking, camping, biking, fishing, boating, hunting, skiing and snowmobiling. Montana boasts a high-quality education system and a variety of entertainment including fairs, rodeos, and theaters. Read more about our great state here.

See our other incredible benefits here. These are some of our benefits just to name a few:

• Work/life balance with hybrid schedules or partial telework may be available within the state of Montana.
• 38 paid days off a year including vacation, sick leave and holidays.
• Military leave: You'll get up to 15 days of military leave with full pay.
• Longevity raises with continuous service, as well as any negotiated market increases and state statutory raises.
• Health, dental, vision, life insurance coverage, flexible spending accounts, EAP - click here to learn more.
• Free telehealth and access to free employee medical clinics through our medical plan - click here to learn more.
• Choice between two retirement plans with an employer contribution between 8.73% - 9.07% of your annual salary. A third optional 457(b) deferred compensation plan is also available. - Click here to learn more.
• Public Service Loan Forgiveness- Employment with the State of Montana may qualify you to receive loan forgiveness- click here to learn more!
• Career progression, training opportunities and room for professional growth.
• State employee discounts at various businesses across the state.

This position may be eligible for a statutory $1.00 an hour base pay increase effective on July 1, 2026.

• This position may be covered by a Voluntary Employee Beneficiary Association (VEBA)

E-Verify: This agency 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,