Administrative Assistant

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.

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.

• 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.

• 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.

• Customer service excellence: Candidates must demonstrate 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 ability to prioritize multiple assignments, manage deadlines, and keep administrative workflows on track.
• Attention to detail: Candidates must demonstrate ability to maintain accuracy in data entry, document preparation, logs, and recordkeeping.
• Written and verbal communication: Candidates must demonstrate ability to communicate clearly, professionally, and effectively with staff, leadership, and the public.
• Confidentiality and discretion: Candidates must demonstrate ability to handle sensitive information responsibly and apply sound judgment in maintaining privacy.
• Technical proficiency: Candidates must demonstrate ability to use Microsoft Outlook, Excel, Teams, and other office technology to complete work efficiently.
• Problem solving and resource navigation: Candidates must demonstrate ability to identify issues, answer routine questions, and connect customers or staff with appropriate resources.
• Adaptability and reliability: Candidates must demonstrate 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,…