Administrative Assistant - Part Time

Division Overview:

The Central Services Division (CSD) team works in partnership with agency divisions providing coaching on human resource policies and procedures, financial management and adherence to fiscal responsibility. We value and respect our fellow team members across the Montana Department of Justice.

Job Overview:

The Administrative Assistant performs a variety of administrative and secretarial duties to the Central Services Division. This position will perform office manager duties including processing mail, inventory and purchasing office supplies coordinating office functions, support services and management schedules.

Responsibilities:

• Calendar management for the CSD Administrator.
• Manage paper or electronic filing systems, record information, update paperwork, and maintain documents, such as correspondence and other materials.
• Operate and maintain office equipment, such as copier, scanners, and personal computers.
• Prepare responses to correspondence containing routing inquires.
• Proofread documents, records, or other files to ensure accuracy.
• Other duties as assigned.

Knowledge, Skills & Abilities:

• Ability to work in Excel, Word, and Outlook.
• Ability to develop professional, constructive, and cooperative working relationships with others.
• Demonstrated ability to work and engage in diverse working environments.
• Ability to operate a personal computer and general office equipment as necessary to complete essential functions, including email, internet, and basic computer programs.
• Ability to work with spreadsheets and Microsoft Excel and Word and with pdfs in Adobe Acrobat.
• Effective written and oral communication skills.
• Ability to plan, organize, and gather information.
• Abilitytoworkindependently.

This position reports to the Central Services Division Administrator and is part-time with working hours of 9am – 3pm, Monday – Thursday.

This position would be eligible for health care benefits.

Minimum Qualifications:

• High school diploma
• One year of experience performing a variety of office support or clerical work.
• Other combinations of education and experience may be substituted.

Special Instructions:

The selection procedures to be used in evaluating the applicant's qualification may include, but are not limited to, an evaluation of the résumé and cover letter, a structured interview, performance test, academic transcripts, reference/background checks and fingerprint checks.

Additional materials, references or information submitted by the applicant, but not requested, will not be considered.

Successful applicant(s) will be subject to:

• Criminal History Fingerprint Check
• Driving History

REAL ID Compliant Credential Required and/or Passport:

State employees are required to present legally binding photo identification at the time of hire. Generally, this is a valid driver license, U.S. Passport or Employment Authorization ID (Form I-766).

All DOJ positions require a valid REAL ID or U.S. Passport within 60 days of hire, effective May 3, 2025.

For further information go to https://mtrealid.gov or https://www.dhs.gov/real-id-frequently-asked-questions.

HOW TO APPLY:

To be considered for this position, you must attach a résumé at the time of application.

Tip: When attaching your resume, you must mark the attachment as a “Relevant File”.

Your Résumé: Please include all work experience as well as job duties that demonstrate your qualifications for this position. Include dates of employment (month & year- start & end) and the reason you left each job.

A complete online state application is not required. To initiate an application, attach the résumé to be considered for this position. Failure to attach résumé will result in an incomplete application that will not be considered further.

Only electronic applications will be accepted. Materials submitted but not requested will not be considered in the selection process.

All documents for Veteran or Disability preference must be received or date stamped by the closing date. Please submit preference documentation to Terri Christianson at Terese.Christianson@mt.gov via File Transfer Service.

To request an accommodation with the application process, please contact the HR office.

Your service is rewarded with competitive compensation and generousState of Montana Benefits.

• Medical, dental and vision coverage
• Retirement plans
• Generous paid vacation, sick and holidays
• Pre-tax Flexibility Spending Accounts
• Employee Assistance Program

State of Montana employment may qualify for student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program.

This Organization Participates in E-Verify.

Minorities are under-represented in this position and are encouraged to apply.